Review and maintain providers

Before you begin

The Providers area holds information about the companies and professionals you buy from. Each record centralises fiscal identity, address, phone numbers, contacts, classification, and purchase invoices so purchasing and administration use the same information.

iInformation

Providers can be available through CRM or Invoicing. The Customers permission controls who can review or change provider records, while purchasing documents have their own permissions.

Create a provider

1. Open Providers.
2. Select Add new provider.
3. Enter the familiar and legal names.
4. Add the tax ID, email, and country.
5. Choose a category.
6. Complete available custom fields.
7. Save the provider.

Then open the record to add its address, phone numbers, and contacts. Verify the tax ID before recording purchasing documents.

Search and filter providers

Search Providers by name and filter by category. The summary shows how many providers are accessible, how many are categorised, and how many categories exist.

Search by legal name or tax ID before creating a new record. A duplicate can split invoices and purchase orders across separate histories.

Complete the provider record

The Information tab contains:

• name, legal name, and tax ID;
• country and general email;
• address and phone numbers;
• category and custom fields;
• linked contacts.

Use the general email for administrative communication and create contacts for named people in purchasing, invoicing, or support.

Add provider contacts

Open the provider's Contacts tab and select New contact. Enter the person's name, job title, and email; from their record, you can add phone numbers, an address, and custom fields.

Maintain one contact per person. If their role changes, update the existing record so related activities keep their history.

Review purchase invoices

The Purchase invoices tab lists documents linked to the provider and shows their dates and cumulative total. Open an invoice to review lines, taxes, status, and available payment information.

See Purchase invoices to create and manage these documents.

✓Tip

Review providers with incomplete fiscal data or no category regularly. Correcting them before recording a purchase reduces later reporting and document errors.

Result

You can confirm the result in your personal area or in the status described in the steps above.

Common problems

If an option does not appear, it may depend on your permissions, enabled modules, or company configuration. Ask an administrator to review your access; you do not need to repeat the task or choose an unsuitable alternative.