The Suppliers module brings together all the people and companies you buy your products from: wholesalers, brands, intermediaries, as well as individuals who sell you items.
Each supplier record is then reused:
- When creating a purchase order: the supplier is selected from the list, and their details are filled in automatically.
- On every stock unit brought in through a purchase order or an import: the supplier is attached and appears in the filters.
- On transfer certificates: when you buy from an individual, the "Seller" section of the certificate is taken from the supplier record.
- For traceability: at any time, you can trace back where a unit came from (purchase order ā supplier).
Supplier record
āāā Identity (Individual / Business)
āāā Contact (title, name, email, phone, dates)
āāā Addresses
ā āāā Main address ā used on purchase orders and certificates
ā āāā (delivery address optional)
āāā Purchase order historyGood to know ā A supplier can be a business (company name, business registration number) or an individual (just a name, first name, address). The system handles both cases ā the second triggers specific automations (margin VAT, transfer certificate).
Individual or Business
When creating a supplier, you choose its Type:
- Individual ā A person selling their own items (typically, a reseller). Identified by title, last name, and first name.
- Business ā A company. Enter the company name, the business registration number, and the EU VAT number.
The choice drives two critical automations on purchase orders:
| Behavior | Individual | Business |
|---|---|---|
| VAT applied on purchase | Margin VAT forced: VAT only applies to the margin made on resale, not to the purchase price. | Standard VAT according to the rate entered (20%, 5.5%, margin VAT, etc.). |
| Transfer certificate | Generated automatically | Not generated |
| Purchase supporting documents | Not required (the transfer form is sufficient proof). | Recommended (the supplier's invoice can be attached to the order). |
Important ā Margin VAT consistency ā If you try to enter standard VAT (not margin VAT) on a purchase order where the supplier is an individual, the system rejects the entry with the message: "If your supplier is an individual, VAT on all products must be margin VAT."
Automatic transfer certificate
When you create a purchase order with an individual supplier, the transfer certificate is generated automatically, with no checkbox. Once the order is delivered, you can export the PDF from the order's actions menu: the Export transfer certificate option.
The generated document includes:
- Header: "Transfer certificate ā order
", date. - Seller section: the individual's last name and first name, full address (as entered on the supplier record).
- Buying company section: your company, address, VAT number, business registration number.
- List of items transferred: product, SKU, size, quantity, price incl. VAT.
- Total incl. VAT and Payment method.
- Signature areas: Seller and Buying company.
This is a legal document proving the purchase from an individual (to keep for your accounting).
Good to know ā If you handle a lot of purchases from individuals (e.g. buy-back campaigns), you can export several certificates at once: on the purchase orders list, check the orders you want and use the bulk action Transfer certificates. The ZIP containing all the PDFs is sent through the notification center.
Supplier list
Menu Third parties > Suppliers. As with customers, the main page offers search, filters, sorting, pagination.
Search and filters
| Filter | Type | Notes |
|---|---|---|
| Search | Text | Searches the last name, first name, company name, email. |
| Type | Individual / Business | Filters by type. |
| Country | Multi-select | Main address country. |
| Category | Multi-select | Configured supplier categories (see below). |
| Date | Date range | Creation date (from / to). |
Columns shown
- Type (Individual / Business badge).
- Company (company name, blank for individuals).
- Contact (last name + first name).
- Email.
- Status (Enabled / Disabled toggle). A disabled supplier remains viewable but no longer appears in the selection on purchase orders.
- Actions: View, Edit, Delete.
Supplier categories
As with customers, you can classify your suppliers by category ("Official brand", "Wholesaler", "Individual reseller", "Platform"ā¦) via Tools > Attributes > Supplier categories > View values.
The Category field on the record lets you assign the category; a dedicated filter on the list lets you isolate a segment.
Supplier portal status (if the Want To Buy module is enabled)
If the WTB (Want To Buy) module is enabled for your tenant and the supplier has an account on the supplier portal, an extra Validation status field appears:
- Validation not applicable ā a regular supplier, outside the supplier portal flow.
- Pending validation ā supporting documents awaiting validation by your team.
- Verified ā supplier validated, allowed to submit offers on the supplier portal.
You also see on the record the Total paid and the Total paid annually to this supplier through the supplier portal.