| Role | View stock & batches | Record receipt | Record adjustment | Create / edit product | Write off / quality-hold batch |
|---|---|---|---|---|---|
| Owner | Allowed | Allowed | Allowed | Allowed | Allowed |
| Manager | Allowed | Allowed | Allowed | Allowed | Allowed |
| Accountant | Not allowed | Not allowed | Not allowed | Not allowed | Not allowed |
| Warehouse | Allowed | Allowed | Allowed | Not allowed | Allowed |
Overview
Suppliers are the parties you buy stock from. The supplier master is the one place that holds each one's contact, GSTIN, payment terms and the payables you owe them — so every purchase batch and stock movement points back to a clean record instead of a name scrawled in a register. Keep it tidy here and the numbers downstream stay right.
Where to find it
In the web app, open Suppliers from the sidebar — route /suppliers. It opens on a dashboard: four KPI tiles up top (Active suppliers, Payables open, On-time %, Low reliability) and a table of your active suppliers below.
This is a desktop / web surface only. The sidebar entry shows for Owner, Manager and Warehouse (plus Operator). Accountant does not get the Suppliers menu — accountants see what's owed through the payables numbers, not the master itself.
Key concepts
- GST Identification Number — the 15-character GST number. Neev checks two things: the format, and the final checksum character. A wrong checksum or a GSTIN already used by another supplier is rejected on save.
- Tax category — one of Regular GST, Composition, Exempt, SEZ or Unregistered. It shows in the supplier's Category column.
- Payment terms — free text in plain trader language:
NET-30,Advance,COD,50% advance + 50% post. Type it the way you say it. - Credit limit — the payables ceiling a supplier extends to you — how much you can owe them at once. Leave it blank if there's no fixed limit.
- Reliability score, on-time %, SKU count, open payables — the at-a-glance numbers on the dashboard. These are read from supplier metadata, so they surface once that data exists and show a dash (—) until then.
- Active vs Archived — a supplier's lifecycle state. Archiving is a reversible park, not a delete.
Common workflows
Create the record with name, contact, GSTIN, tax category, payment terms and an optional credit limit. The name must be unique — a same-name supplier is rejected — and any GSTIN you enter is format- and checksum-checked.
Use the search on the list. It matches on name and GSTIN, so pasting a GSTIN jumps straight to the right party.
Edit phone, email, address, payment terms or credit limit any time. Changing the GSTIN re-runs the same format and duplicate checks.
Archive it with a short reason. It drops off the active list but the record — and its history — stays. The reason is required.
Bring an archived supplier back to active when you resume buying. If another active supplier has since taken its name, reactivation is blocked until you rename one of them apart.
Role notes
Viewing the master and editing it are separate powers, and archive/reactivate are tighter still.
| Role | View | Create / edit | Archive / reactivate |
|---|---|---|---|
| Owner | Allowed | Allowed | Allowed |
| Manager | Allowed | Allowed | Not allowed |
| Accountant | Not allowed | Not allowed | Not allowed |
| Warehouse | Allowed | Not allowed | Not allowed |
- Owner — full control: view, create, edit, and the only role that can archive or reactivate a supplier.
- Manager — runs the master day to day: view, create and edit suppliers. Managers cannot archive or reactivate — that stays with the Owner.
- Warehouse — can view suppliers (handy when receiving goods) but cannot create, edit, archive or reactivate. No master-data edits.
- Accountant — does not operate the supplier master at all. Accountants work the money side; supplier records are maintained by operations.
Tips & time-savers
Type payment terms the way you actually negotiate them — 50% advance + 50% post is a valid entry, not just the tidy NET-30.