Manage suppliers

Overview

The Supplier Library is your central record of every supplier your business orders from. Add new suppliers, edit existing ones, and delete duplicates from one place. Supplier records flow through to supplier invoices and PO (purchase order) allocation so that AI-extracted invoices and inventory updates can be matched correctly.

Who This Workflow Is For

This workflow applies to the Business Owner, Admin, Supervisor, and Finance — all four roles can add and edit suppliers. Only the Business Owner can delete a supplier. Tradies and Apprentices have no access.

Before You Start

Have the supplier’s details ready — supplier name, contact name, contact email, phone, billing address, and any account references your business uses with them.

Step-by-Step Process

View the supplier library

1. In the left sidebar, select Suppliers. The Supplier Library opens.
2. Browse the supplier table or use the search bar to find a specific supplier.

Add a new supplier

1. From the Supplier Library, select Add Supplier.
2. Enter the supplier details — name, contact name, email, phone, address.
3. (Optional) Add account references, payment terms with the supplier, or other supplier-specific details where shown.
4. Select Save. The supplier appears in the Supplier Library.

Edit a supplier

1. Find the supplier in the Supplier Library.
2. Select the supplier row to open the record.
3. Update the relevant fields.
4. Select Save Changes. The updated details are stored.

Delete a supplier

1. Find the supplier in the Supplier Library.
2. Open the supplier record.
3. Select Delete. Confirm the deletion.
4. The supplier is removed from the active list. The record is kept and can be restored from Document History — see Restore a deleted record. Deleting a supplier is restricted to the Business Owner.

What Happens Next

The supplier list is now up to date. When you upload a supplier invoice, MyApprentice can match the document against the right supplier automatically; if AI extraction picks up a supplier you have not added, you can create them inline at that point.

Common Issues

• Cannot find Delete. Only the Business Owner can delete a supplier. Other roles can edit but not delete.
• Supplier appears twice. Open both records to compare, edit the correct one to be definitive, and delete the duplicate. Restore from Document History if you delete the wrong one.
• Tradie or Apprentice cannot see Suppliers. This is by design — those roles do not access suppliers.
• Want to attach contracts or rate cards. Attachment fields on supplier records depend on your build. Use the description or notes field where available, or keep documents in your own filing system.

Related Guides

• Upload a supplier invoice
• Apply a supplier invoice to inventory
• Create and manage materials
• Restore a deleted record