Overview

Suppliers are who you buy parts and services from.

• View and edit your suppliers and their contact details.
• See the current purchases you have made from them and the current status for each.
• Upload attachments for safety documents and certificates of currency. Set an end validity date for these documents to be alerted when they may need to be renewed.

Supplier list

1. Navigate to Workshop → Suppliers to view a list of supplier names, email addresses and phone numbers.

2. The supplier list is searchable using the search tool 🔍.

3. Click on a supplier’s name to view their details.

   

Creating a new supplier

1. New suppliers can be created by navigating to Workshop → Suppliers and clicking the ➕ in the header of the page.

2. On the Create a Supplier page, enter the required details.

   ❕Note: All fields marked with * are required.

   ❕Note: Suppliers names must be unique.

3. Click Submit.

   

Viewing a supplier

1. Navigate to Workshop → Suppliers.
2. Find the supplier you want to view using the search tool 🔍 to narrow the results.
3. Click the supplier name to open the Manage Supplier page.

Editing a supplier

1. From the Manage Supplier page, click the edit icon ✏ in the header.

2. Make the required changes to the suppliers details.

   ❕Note: If you are changing the name of the supplier, the new name must be unique.

3. To save the changes, click Submit.

❕ Note: where Triple D has switched on the Accounts Payable integration, a supplier also has an External Billing Customer field, below Name. It links the supplier to its contact in the accounting system, which Export to Xero needs.

Deleting a supplier

1. From the Manage Supplier page, click Delete Supplier on the Triple Dot Menu.
2. Click Delete to confirm.

A supplier on an open purchase order or task cannot be deleted: the dialog lists the purchase orders and tasks that use it instead. A supplier that has been used before, on purchase orders or tasks that are now complete or cancelled, is made inactive rather than deleted, so its history is kept, and its attachments lose their Valid To date so they drop out of the expiry email. A supplier that has never been used is deleted with its contacts, notes and attachments. Either way it stops being the preferred supplier on any part.

Supplier notes

One or more notes can be added to a supplier’s account for internal purposes. To add a new note:

1. On the Manage Supplier page, click on the Notes tab.

2. Click Add Note.

3. When finished adding the note, click Submit to save the new entry.

   

Deleting a supplier note

1. On the Manage Supplier page, click on the Notes tab.
2. Find the note you want to delete and click on the 🗑️ symbol.
3. Confirm you want to delete the note by clicking Ok.

Suppliers contacts

One or more contacts can be added to a supplier. When creating purchase orders you can designate who the contact person is for that purchase.

Adding a new contact

1. On the Manage Supplier page, click on the Contacts tab.
2. Click Add Contact.
3. Enter the contacts details, then click Ok.

Editing a contact

1. On the Contacts tab click the edit icon ✏ next to the contact you want to edit.
2. Update the relevant contacts’ details, then click Ok.

Deleting a contact

1. On the Contacts tab click the 🗑️ delete icon next to the contact you want to remove.

   ❕Note: If a contact has been used on a purchase order you won’t see the delete icon as they are unable to be deleted

2. Confirm you want to delete the contact by clicking Ok.

Supplier attachments

Attachments can be uploaded to a suppliers account to store PDF documents such as insurance information, safe work instructions, covid safe plans etc.

Adding a supplier attachment

1. On the Manage Supplier page, click the Attachments tab.

2. Click Add Attachment.

3. Click Choose File to select an attachment to upload.

   ❕ Note: Only PDF files are accepted. File size must be kept under 20MB

4. Optionally rename the file and specify the dates the attachment is valid for

   ❕ Note: The file name must end in .pdf

5. Click Ok to upload the attachment**.**

   

Renewing expired attachments

If Triple D has switched on the monthly supplier attachment email, on the first of each month the recipients set in Workshop → Configuration → Workshop Settings receive a list of attachments whose Valid To date falls within Attachments Expiring Within (Days). The email goes only when Send Emails? is Yes and Recipients holds at least one address, under Supplier Attachment Settings on that page. Attachments whose Valid To date has already passed are listed too. To renew the document:

1. Upload the new document which replaces the one that is expiring by Adding a new supplier attachment.
2. Ensure the new Valid To date is set for the new document.
3. Optionally delete the old document by clicking its delete icon 🗑️. Alternatively, clear the Valid To date field to ensure the alert email won’t be sent for that attachment next month.

Supplier purchases

To view the current purchase orders (those with a status of New, Approved and Goods Received) for a supplier:

1. On the Manage Supplier page, click on the Purchases tab.

2. To view the details of the purchase order, click the PO Number*.*

3. To view all purchases for this supplier including those that are complete, click on the View All Purchases link.

   

Supplier reports

There are several exports available from the Suppliers list page by using the Triple Dot Menu as outlined below.

❕Note: If you have performed a search or applied a filter on the list screen prior to running the export, this report will only export the information based on those results.

Export To Excel

This report will export a list of all of the suppliers and their details

Export Attachment List To Excel

This report will export a list of all the attachments and their expiry dates that have been uploaded for each supplier

Export Notes To Excel

This report will grab a list of all the notes that have been created for each supplier