Suppliers
Suppliers are your central supplier file: master data, contacts, calculable terms, article price lists, ratings and certificates – the basis for purchasing and ordering.
Live preview — real view with sample data
M16 · Suppliers
| Name | Contact person | City | Payment terms |
|---|---|---|---|
| Bauer & Co. | Roth Handel | Entry 2 | Record 3 |
| Wolf Spedition | Meyer GmbH | Record 3 | Item 4 |
| Roth Handel | Kraus Logistik | Item 4 | Entry 5 |
| Meyer GmbH | Bauer & Co. | Entry 5 | Record 6 |
| Kraus Logistik | Wolf Spedition | Record 6 | Item 7 |
Not a screenshot: the same interface you get in production.
What you do here
Here you keep every supplier's file. New suppliers start as „In qualification“ and are deliberately released for procurement via „Approve“ (Active). In the detail you maintain address and contacts, the terms (payment period, cash discount, minimum order value, lead time), tax and legal data (VAT ID, tax-exemption, code of conduct), bank and invoicing (IBAN, e-invoice) and the price list per article with primary and secondary source. In the evaluations you record delivery reliability, quality, price and responsiveness per period; under certificates you store attestations with a validity date. In the list you search and filter by status, risk and country; on the board you see suppliers grouped by status.
Tips
Capture the terms in a structured way (payment period in days, discount rate and period separately) so ordering can derive due date and cash discount automatically. Mark the primary and at least one alternative supplier per article – that is the decisive information when a supplier fails. Set suppliers you no longer use to „Inactive“ instead of deleting them, and „Blocked“ (with a reason) for suppliers you should temporarily not order from. Always enter the validity date on certificates – expired tax-exemption or clearance certificates are a real liability risk.
Legal requirements
Retention: supplier and contract documents and commercial letters must be retained – commercial letters received and sent for six years, accounting vouchers for ten years (HGB §257, AO §147); the period starts at the end of the calendar year. Therefore do not delete ended suppliers but set them to „Inactive“/„Blocked“ and enter the period end under „Retain until“; deletion is blocked while the period runs (only pure, never-qualified records or expired periods can be deleted). VAT ID (§13b/§18e UStG): for foreign suppliers the VAT ID determines who owes the tax (reverse charge); it must be confirmed in a qualified procedure and the proof retained – enter the check result and date. E-invoice (§14 UStG, Growth Opportunities Act): in domestic B2B you must be able to receive e-invoices since 1 Jan 2025; store the e-invoice address and format. Construction withholding tax (§48 EStG): for construction services 15 % must be withheld unless a valid tax-exemption certificate of the supplier exists – keep it as a certificate with number and validity. Minimum wage (§13 MiLoG): whoever engages subcontractors is liable for their minimum wage – file a clearance certificate/subcontractor declaration with validity. Supply chain (LkSG/CSDDD): even those not directly obliged are bound contractually as a supplier (self-disclosure, code of conduct) – „code of conduct confirmed on“ and a risk flag help. Sanctions lists: provision bans (EU Reg. 2580/2001, 881/2002) also apply to procurement – record the check date and result. Food: LMIV (EU 1169/2011) and one-step-back traceability (Reg. (EC) 178/2002 Art. 18) link supplier, article and lot. GoBD: changes to terms must remain traceable (reverse rather than delete); „Created by“/„Updated by“ show the author and last change.
What's inside
- Suppliers by status
- Supplier file
- Edit supplier
- Add supplier
- Approve
- Block
- Set status
Fits together with
Other blocks from the same area.
Assets & Equipment
The register of every asset and device – machines, technical installations, tools, IT – with photo, QR label, location, owner, check-out, maintenance/inspection dates and value.
M08Articles & products
The register of all articles and products – with image, SKU, category, variants, price, stock and supplier.
M09Tasks
Tasks are the "who does what by when" across all areas – as a kanban board by status or as a list.
M10Surveys
With Surveys you build your own questionnaires with pages, media and branching, decide how anonymous responses are and how participants get in, and distribute them internally or by link. Responses form a history; thresholds raise alerts.