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Money

Suppliers & Workshops — everyone the shop owes

Supplier balances, supply orders from raising to receiving to paying, and workshop job queues with the fee owed on each — all paid down by one operation that books the money once.

Suppliers & WorkshopsAdministrators only10 min readUpdated

Suppliers and workshops: supply orders, supplier balances, and workshop jobs with the fee owed on each.
Where it is
  1. Home
  2. Suppliers & Workshops
Who can open it
Administrators onlyAn employee account cannot open this screen at all.
Tabs
  • Needs attention
  • Suppliers
  • Supply Orders
  • Workshops
What it writes
  • Supplier and workshop records
  • Supply orders, and stock when one is received
  • A payment: the payee’s balance down, the documents marked paid, and ONE expense in the cash registry

Two kinds of payee, one kind of debt

They are on one screen because you pay them the same way, and the tabs say the difference in words:

  • A supplier sells you goods. The debt comes from purchase invoices.
  • A workshop does work for you. The debt comes from job labour.

Needs attention

Everything with an open balance, both kinds together, with what you owe each payee and the oldest open document. Start here; the other tabs are for going deeper.

Export what we owe gives you the whole payables position as CSV.

Suppliers

  1. Add a supplier

    1. Suppliers & Workshops
    2. Suppliers
    3. + Supplier

    Name, phone, email and Address. Phone numbers are normalised to international form, so the same supplier saved twice with different prefixes is still one entry in a WhatsApp message.

  2. Read a supplier's profile

    Their running Balance due, total purchases, every supply order, and every payment.

    A negative balance is labelled Supplier credit (advance) — you have paid ahead, and the app says which direction rather than showing a minus sign and leaving you to interpret it.

  3. Pay a supplier

    Pay debt or Pay supplier.

    Tick the invoices you are settling, or enter a Payment amount. The dialog shows Paying out and lists Invoices that will change before the button.

Supply orders

A supply order is a purchase with a life: Pending → Received, or Cancelled.

  1. Raise one

    1. Suppliers & Workshops
    2. Supply Orders
    3. + Supply Order

    Pick the Supplier, add lines with Add an item…, set quantities and unit costs, and record the Supplier invoice # (optional).

    Add expense puts freight or customs on the order itself, so the landed cost is right rather than being a separate expense nobody links back.

  2. Receive it

    Receive stock, then Receive into — which branch or warehouse.

    Stock for every item on this order is added to the location you choose. Only a pending order can be received: Only a pending order can be received.

  3. Pay the invoice

    Pay this invoice from the order, or settle it with the rest from the supplier’s profile.

Workshops

A workshop is an outside maker. Jobs arrive here automatically: a workshop line on an order in Add Order creates the job when the order saves.

Column Means
Workshop Its name, and specialty
Jobs The queue, each tied back to the order that created it
Balance due The unpaid labour

Mark jobs done as they come back, and pay a workshop the same way you pay a supplier — Pay workshop, tick the jobs, one confirm, one expense.

A job that is already paid is locked: This job is already paid — reverse the payment to change it.

Exports

Button Gives you
Export what we owe Every open balance, both kinds
Export suppliers The supplier directory with balances
Export supply orders Every order with its status and payment state
Export workshops Workshops and their outstanding job fees

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