Managing Suppliers in VentryHub

Suppliers are the businesses or individuals from whom you purchase products and services. In VentryHub, you can manage supplier records, addresses, contacts, pricing, and more—all in one place.

Prerequisites

Before setting up suppliers, ensure you have configured:

• Accounts (required)

• Tax Rules (required)

• Payment Terms (required)

• Carriers (recommended)

• Additional Attributes (optional)

Supplier Permissions

To control access to supplier-related features:

1. Go to Settings > Users and Roles.

2. Assign the following permissions under the Purchase section:

   • Suppliers List & Editing: Read or full access to view, add, and edit suppliers.

   • Supplier Purchase History: Enables viewing purchase history by product or by document.

   • Supplier Payment: Access bulk supplier payments. (Does not apply to individual invoice payments)

Creating a Supplier

You can:

• Go to Purchase > New > Supplier or Purchase > Suppliers > + Add

• Or create one on-the-fly during purchase by clicking + next to the supplier field

You can also import suppliers in bulk via CSV (see Importing section below).

Required Fields

• Supplier Name*

• Currency*

• Payment Term*

• Account Payable*

• Tax Rule*

You can also optionally enter:

• Status (Active or Deprecated)

• Default Carrier

• Tax Number

• Discount (%)

• Additional attributes (custom fields)

• Internal comments

You must add at least one Address and Contact to save a supplier.

Adding Supplier Addresses

You can add multiple addresses per supplier, categorised as Business, Shipping, or Billing.

Steps:

1. Go to the Addresses tab

2. Click + Add a new address

3. Fill in details and set the Type

4. Mark as default if necessary

Bulk address import is also supported via CSV.

Adding Supplier Contacts

Multiple contacts can be added and one set as default.

Steps:

1. Go to the Contacts tab

2. Click + Add a new contact

3. Fill in contact details

4. Choose whether to include the contact in emails

5. Save the supplier

Bulk contact import is also supported via CSV.

Set Default Values for New Suppliers

You can set default values from Settings > Reference Books > Default Field Values > Supplier. These will auto-fill when adding new suppliers.

Viewing Purchase History

From a supplier record, access:

• Purchases by Product (Invoice #, Date, Quantity, Price)

• Purchases by Document (Invoice #, PO #, Status, Quantity, Amount Paid)

Attaching Documents

Upload supporting documents (up to 10MB) from the Attachments tab.

Setting Default Templates

Under the Default Templates tab, select the purchase document and email templates for the supplier.

Only one default can be set per document type.

Activity Log

Track all changes to supplier records, including timestamps and user details, via the Activity Log tab.

Importing & Exporting Supplier Data

You can import/export the following:

• Supplier details

• Supplier addresses

• Supplier contacts

• Product prices by supplier

Use the respective Import pages to download templates and view required/optional fields. Do not change column headers.

You can also use the Action column to delete existing records during import.

Editing Suppliers in Bulk

Export the relevant supplier data, make updates, and re-import using:

• Export → Suppliers

• Export → Supplier Addresses

• Export → Supplier Contacts

Deprecating & Deleting Suppliers

• Deprecate: Keeps historical data but hides supplier from drop-downs.

• Delete: Only possible if no transactions exist.

To deprecate:

1. Open the supplier

2. Change status to Deprecated

3. Save

To deprecate in bulk:

1. Export supplier list

2. Update the Status column to Deprecated

3. Import the modified CSV

To delete deprecated suppliers:

• Click More Actions > Delete Deprecated Suppliers

Merging Suppliers

Merge duplicate suppliers into a single record. This is irreversible.

Steps:

1. Select suppliers to merge

2. Click More Actions > Merge Selected Suppliers

3. Choose the primary supplier

All transactions and details will now point to the primary supplier. Repeat the process in your accounting system if applicable.

Paying Suppliers

Pay Single Bill

1. Go to Purchase → Purchases > select a purchase

2. Go to the Invoice tab (must be Authorized)

3. Use + Payment to apply payment

Bulk Payments

1. Go to Purchase → Bulk Payment

2. Select a supplier and date range

3. Enter payment details and conversion rate (if applicable)

4. Click Pay to confirm

5. For Xero/QuickBooks users: Sync payments as needed

Deposits

Deposits can be pre-paid to suppliers and applied to future purchases. See Supplier Deposits for more.

Supplier Reports

Navigate to Reports → Purchase for:

• Supplier Financial Summary: Opening/closing balances, invoiced, paid totals

• Product Prices by Supplier: Latest/fixed prices by product & supplier

• Inventory Suppliers: Customizable supplier and product data report

These tools help you stay on top of supplier performance and pricing.

Managing suppliers efficiently in VentryHub ensures streamlined purchasing, accurate financial tracking, and strong supplier relationships.