# Supplier Record

A complete Supplier record gives purchasing and finance teams one reliable place for the supplier's identity, contacts, addresses, buying defaults, tax settings, payment terms, bank details, and transaction controls. These details can flow into purchase orders, receipts, invoices, payment runs, remittance emails, and reports.

Use this guide to create a Supplier, confirm its defaults, test the result, and maintain the record without creating duplicates.

## Before you start

* You need permission to create and edit **Supplier**, **Contact**, **Address**, and **Bank Account** records.
* Confirm the supplier's legal or trading name, country, and **Supplier Type**.
* Confirm the correct **Supplier Group**. This value supports reporting and supplier selection.
* Collect the main contact's name, email address, and phone number.
* Collect the ordering, invoice, and remittance email addresses. These can belong to different contacts.
* Collect each business or postal address and confirm the primary address.
* Confirm the buying currency, price list, payment terms, tax details, and purchasing policy with the people who own these settings.
* If payments will use a bank file, collect the supplier's payee bank details through your approved process. Verify new or changed bank details independently before payment.

Do not create a second Supplier only because a contact, address, bank account, or trading name changed. Search first, then update the existing record when it represents the same supplier.

## 1. Check for an existing Supplier


1. Use the search bar to open **Supplier**.
2. Search for the supplier's legal name, trading name, or a distinctive part of the name.
3. Open any possible match and check its **Address & Contact**, **Tax**, and **Accounting** tabs.
4. Compare its contacts, email addresses, postal addresses, tax details, and bank details with the information you received.
5. Check whether **Disabled** is selected if the supplier does not appear in normal searches.

If the record represents the same organisation or person, update it. If two records already represent the same supplier, review the merge steps under **Maintain a Supplier record** before you create any transactions.

## 2. Create the Supplier


1. From the Supplier list, click **Add Supplier**.
2. Enter the legal or trading name in **Supplier Name**.
3. Select **Supplier Type**:
   * **Company** for a registered business or organisation.
   * **Individual** for a person who supplies goods or services in their own name.
   * **Partnership** when this is the supplier's legal structure.
4. Add the primary contact and address details when you have confirmed information and want NexWave to create these linked records with the Supplier.
5. Click **Edit Full Form** when you need to set the Supplier Group or other defaults before saving.
6. Click **Save**.

 ![New Supplier quick-entry window with contact and address details](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC8xZmRiNGY5ZS0xMjg3LTQ3MGYtODZjMS0zOGEzZTdhZmI4YTUvMDEtY3JlYXRlLXN1cHBsaWVyLmpwZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.CeSD-hE06v6u6O9c7s6BReX-ndPqA0UtGrGGHMzzccA)

Use one consistent naming convention. Avoid informal abbreviations that make the record hard to find. Do not add a branch, site, or contact name to **Supplier Name** unless it is part of the agreed supplier identity.

## 3. Set the buying and payment defaults

Open the saved Supplier and select **Details**.


1. Confirm **Supplier Group**, **Country**, and **Supplier Type**.
2. Select **Billing Currency** when the supplier normally invoices in a specific currency.
3. Select **Price List** when the supplier uses an agreed buying price list.
4. Select **Default Payment Terms Template** when the supplier has agreed payment terms.
5. Complete **Remittance Reference**, **Remittance Particulars**, and **Remittance Code** only when your payment-file process uses them. Follow the limits and descriptions shown beside each field.
6. Click **Save**.

 ![Supplier details, buying defaults, and remittance defaults](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC8xMjQ4YmQ5MS0yNWJiLTRiNjAtYTdhMC01NjRkODkzODBmMjkvMDItc3VwcGxpZXItZGVmYXVsdHMuanBnIiwidHlwZSI6ImF0dGFjaG1lbnQiLCJpYXQiOjE3OTI2MjA5MDAsImV4cCI6MTc5MjcwNzMwMH0.rw5ez3qyvwIhi9wOS5jZfyf4Jnhsemqq7YfnZfy0ESM)

Leave a default blank when your team must choose it for each transaction. A supplier default helps data entry, but staff still need to check the value on each purchase order, invoice, or payment.

**Default Company Bank Account** is your organisation's bank account for transactions with this supplier. It is not the supplier's payee bank account. Add the supplier's payee details as a separate **Bank Account** record as described in step 6.

## 4. Add contacts and document recipients

Select **Address & Contact**.

To add a contact:


1. Click **New Contact**.
2. Enter **First Name** and **Last Name**.
3. Add the work email address under **Email IDs** and mark the main address as the primary email.
4. Add phone numbers under **Contact Numbers**.
5. Tick **Is Primary Contact** when this person is the main contact for the Supplier.
6. Check **Links** and confirm that the Contact is linked to the Supplier.
7. Click **Save**.

Add separate linked Contacts when purchase orders, invoice questions, and remittance emails go to different people. Confirm the recipients in the email window before you send a document.

Back on the Supplier, select the main person in **Supplier Primary Contact**. If you edit the selected Contact later, reselect **Supplier Primary Contact** and save the Supplier so that its fetched details are current.

## 5. Add the primary address

On **Address & Contact**, click **New Address**.


1. Enter a clear **Address Title**.
2. Select the correct **Address Type**.
3. Enter **Address Line 1**, **City/Town**, **Country**, and **Postal Code**. Add the other available address details when they apply.
4. Check **Links** and confirm that the Address is linked to the Supplier.
5. Click **Save**.

Create separate linked addresses when ordering, returns, and correspondence use different locations. Do not overwrite the main address with a temporary location. Add the other location as another Address instead.

Back on the Supplier, select the normal address in **Supplier Primary Address**. If you edit that Address later, reselect **Supplier Primary Address** and save the Supplier so that its fetched details are current.

## 6. Add the supplier's payee bank account

Use the search bar to open **Bank Account**, then click **Add Bank Account**.


1. Enter a clear **Account Name**.
2. Select **Bank**.
3. Leave **Is Company Account** unticked. The account belongs to the supplier, not your organisation.
4. Select **Supplier** in **Party Type**.
5. Select the supplier in **Party**.
6. Enter **Bank Account No**. Enter **Branch Code** or **IBAN** when the payment method requires it.
7. Tick **Is Default Account** when this is the supplier's normal payee account.
8. Click **Save**.

 ![Supplier payee Bank Account linked to the Supplier](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC85ZDdiYTRkYS1kMmY2LTQ0ZDMtOGYzNS0xYmMzZDc4ODAyYzMvMDMtc3VwcGxpZXItYmFuay1hY2NvdW50LmpwZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.RW_VH_j_LBs82n0LbA7vmhVX2GkBNmo2o0jqq9CELgk)

Do not copy bank details from an unexpected email without verification. Confirm new or changed details through a known contact or another approved independent method. Keep **Is Company Account** unticked for a supplier payee account.

## 7. Set tax and account defaults

Select **Tax**.


1. Enter the supplier's tax registration or business number in **Tax ID** when your organisation records it.
2. Select **Tax Category** only when a configured category must control the supplier's tax treatment.
3. Select **Tax Withholding Category** only when your approved process requires withholding.
4. Click **Save**.

Select **Accounting**.

Use **Accounts** only when the supplier needs a non-standard payable account for a company. Most suppliers should use the normal company payable account. Ask the finance owner to confirm any non-standard account before you save it.

Do not guess a tax number, category, or payable account. A wrong default can affect every new purchase transaction for the supplier.

## 8. Set purchasing and payment controls

Select **Settings**.

* Select **Block Supplier** only when an approved hold is required. Use **Hold Type** to block all activity, invoices, or payments, and set **Release Date** when the hold is temporary.
* Select **Is Frozen** only when your approved control process requires it.
* Select **Disabled** when the Supplier must not be used for new work but its history must remain available.
* Select **Allow Purchase Invoice Creation Without Purchase Order** or **Allow Purchase Invoice Creation Without Purchase Receipt** only when your purchasing policy permits that exception.

Click **Save** after you confirm the controls. Do not remove a hold, freeze, or policy control only to let one transaction proceed. Follow your organisation's approval process.

## 9. Review the Supplier before use

Complete this check before staff create live transactions:

* **Supplier Name**, **Supplier Type**, **Supplier Group**, and **Country** are correct.
* **Billing Currency**, **Price List**, and **Default Payment Terms Template** match the agreement, or are intentionally blank.
* Any remittance defaults follow the payment-file rules shown in NexWave.
* The main Contact is linked and selected in **Supplier Primary Contact**.
* Ordering, invoice, and remittance email addresses are correct.
* The primary Address is linked and selected in **Supplier Primary Address**.
* **Tax ID**, **Tax Category**, and **Tax Withholding Category** are correct, or are intentionally blank.
* The payee **Bank Account** is linked with **Party Type** set to Supplier, **Party** set to the correct supplier, and **Is Company Account** unticked.
* Any non-standard payable account has finance approval.
* **Block Supplier**, **Is Frozen**, **Disabled**, and the invoice-without-order or receipt settings match the approved controls.

Create a draft Purchase Order or Purchase Invoice as a final test. Select the Supplier and check the contact, address, currency, price list, payment terms, tax result, and payable account. If the supplier will be paid through a payment run, also confirm that the correct payee bank account and remittance email are available. Correct the Supplier record before you submit a live transaction.

## Maintain a Supplier record

### Update a contact or address

Open the linked Contact or Address from **Address & Contact**, make the change, and save it. Then return to the Supplier, reselect **Supplier Primary Contact** or **Supplier Primary Address** when applicable, and save the Supplier.

Keep old locations only when staff still need them for current work. Select **Disabled** on an Address that must no longer be used.

### Change bank details

Verify the requested change independently before you edit the Bank Account. Keep evidence of the approval in the system your organisation uses for payment controls. After the change, check the Supplier link, default flag, payment file result, and remittance details before the next payment is released.

Do not replace verified bank details from an unexpected email or message.

### Rename the Supplier

Use **Menu > Rename** when the same supplier changes its legal or trading name. Check the result in the Supplier list and on a draft purchase transaction. A rename keeps links to the same business record.

### Merge duplicate Suppliers

Choose which record must remain before you merge. Review both records for:

* open requests, orders, receipts, invoices, payments, and returns;
* Contacts, Addresses, and Bank Accounts;
* currency, price list, tax, payment-term, and payable-account settings;
* holds, freezes, and purchasing controls;
* the name that staff must use after the merge.

Open the duplicate, select **Menu > Rename**, select the option to merge with an existing record, and choose the Supplier that must remain. Complete the merge only when you have the required permission and are certain that both records represent the same supplier.

After the merge, check linked transactions, Contacts, Addresses, Bank Accounts, balances, and a new draft purchase transaction. A merge is not a substitute for correcting two genuinely different suppliers.

### Stop new use without deleting history

Select **Settings**, tick **Disabled**, and save the Supplier when it must not be used for new work. Use **Block Supplier** or **Is Frozen** only when the approved control process requires it.

Disabling or blocking a Supplier keeps its history. Do not delete a Supplier that is linked to business records.

## Troubleshooting

| Problem | What to check |
|---------|---------------|
| Staff cannot find the Supplier | Search for part of the legal and trading names. Check whether **Disabled** is selected. Confirm that the user can access the required company and supplier records. |
| A duplicate appears during data entry | Stop and compare names, contacts, addresses, tax details, bank accounts, and linked transactions. Update or merge the existing records instead of creating a third record. |
| A document shows the wrong contact or email | Check the linked Contact, its primary email, and **Supplier Primary Contact**. Reselect the primary Contact after an edit, then save the Supplier. Check the recipients before sending. |
| A document shows the wrong address | Check **Address Type**, **Links**, and **Supplier Primary Address**. Reselect the primary Address after an edit. |
| The price or currency is wrong | Check **Price List** and **Billing Currency** on the Supplier. Also check the values selected on the transaction. |
| Payment terms are missing or wrong | Check **Default Payment Terms Template** on the Supplier and the template selected on the transaction. |
| Tax is wrong | Check **Tax ID**, **Tax Category**, **Tax Withholding Category**, the supplier's address, and the tax settings on the transaction. Ask the finance owner to confirm the correct treatment. |
| The supplier's bank account is missing from a payment | Open the Bank Account and check **Disabled**, **Is Default Account**, **Is Company Account**, **Party Type**, **Party**, and the account number. **Is Company Account** must be unticked for the supplier's payee account. |
| Remittance information is missing | Check the supplier's linked Contact and primary email. Check any **Remittance Reference**, **Remittance Particulars**, and **Remittance Code** values used by your payment-file process. |
| An invoice or payment is blocked | Check **Block Supplier**, **Hold Type**, **Release Date**, **Is Frozen**, and **Disabled**. Do not bypass the control without approval. |
| A Purchase Invoice cannot be created without an order or receipt | Check the two invoice exception settings under **Settings** and your purchasing policy. Use the normal Purchase Order and Purchase Receipt flow when the exception is not approved. |
| Updated contact or address details do not appear | Reselect **Supplier Primary Contact** or **Supplier Primary Address**, save the Supplier, and create a new draft transaction to test the result. |

## Related documentation

* [Create and Send a Purchase Order](/doc/df2cc561-00a4-4e9f-aa83-b9d803e57a81)
* [Record and Review a Supplier Invoice](/doc/6ace96ed-2da0-436b-b97f-279fc107fe3e)
* [Run a Payment Run](/doc/bee2e6f7-dd47-49b2-a31c-84eac2c418d6)
* [Set up a Bank Account](/doc/dd0ff8a3-c28a-4932-9a04-39c086673d72)