inventories-webDOCS
Dokumentasi
Master Data ModuleCore Module

Suppliers & Vendors Master

1. Overview & Vendor Management

What is the Suppliers & Vendors Master?
The Suppliers & Vendors master acts as the single source of truth for procurement vendors, distributors, and service providers. It establishes credit terms, tax identification (NPWP), primary remittance accounts, polymorphic delivery addresses, and enforces audit safeguards against premature vendor deletion.
Menu Location:/admin/master-data/suppliers

2. When to Use Suppliers Master

Principal FMCG Manufacturer Procurement (Unilever / Indofood)

Procuring high-volume commercial merchandise directly from official brand principals with agreed NET45 credit terms and automated Purchase Orders.

Recommended Action:Register vendor with corporate trade name, set paymentTermDays = 45, configure primary procurement contact, and record registered corporate NPWP tax details.

Fresh Ingredient & Farm Producer Sourcing (Central Kitchen)

Sourcing daily fresh vegetables, meats, or milk from local agricultural suppliers requiring Cash-on-Delivery (COD) settlement upon warehouse gate inspection.

Recommended Action:Set paymentTermDays = 0 (COD), link vendor to receiving docks for Goods Receipt (GR) weight inspections, and configure petty cash or bank transfer payout defaults.

Custom Packaging & Corrugated Box Suppliers (High MOQ)

Ordering custom printed boxes, film wrap, or plastic bottles that require 14-day manufacturing lead times and strict minimum order quantities (MOQ).

Recommended Action:Register vendor lead times and minimum quantities in the supplier profile to automatically alert inventory planners ahead of safety stock depletion.

Logistics Carriers & Direct Operating Expense Vendors

Freight forwarders, cold chain 3PL carriers, or equipment maintenance contractors issuing recurring non-inventory commercial service invoices.

Recommended Action:Create vendor master records and link incoming bills directly to Expense Category accounts (e.g. Freight Out, Equipment Maintenance) without creating inventory movements.

Foreign Currency Import Principals (USD / SGD / EUR)

Procuring overseas machinery or raw ingredients from international manufacturers settled in foreign currencies.

Recommended Action:Set vendor primary currency to USD or EUR and configure default bank remittance details to automate exchange rate valuation upon purchase invoice entry.

3. Payment Terms & Procurement Compliance

Supplier master records bind with incoming Goods Receipts (GR), Purchase Orders (PO), and Accounts Payable (AP). The polymorphic address structure stores warehouse delivery docks and office headquarters, ensuring procurement documents match vendor logistics locations.

4. Data Dictionary & Field Specifications

Core database column specifications for the suppliers master table:

Field / ColumnInput TypeRequirementDescription & Operational Guide
code
Text (Supplier Code)Required
System-wide unique supplier identifier code used on PO headers.
Example: SUPP-00001, SUPP-UNILEVER
name
Text (Supplier Name)Required
Legal registered business trade name of the supplier.
Example: PT Unilever Indonesia Tbk, CV Maju Logistik Makmur
addresses
List of AddressesOptional
Warehouse or office postal addresses. Must contain exactly one record marked Primary.
Example: [{ address: "Kawasan Industri MM2100 Blok C", city: "Bekasi", province: "Jawa Barat", isPrimary: true }]
contacts
List of ContactsOptional
Contact channels (phone, email, taxId). Must contain exactly one record marked Primary.
Example: [{ name: "Sales Desk", email: "orders@unilever.co.id", phone: "0218987654", isPrimary: true }]
status
Select (Active / Inactive)Required
Active status toggle. Inactive suppliers cannot receive new Purchase Orders.
Example: Active

5. Interface Preview & Vendor Cards

Menu Location:Route: /admin/master-data/suppliers
PT Unilever Indonesia TbkSUPP-00012 | FMCG Distributor
Active
[Primary Contact] orders@unilever.co.id | Phone: 021-8987654 | NPWP: 01.123.456.7-001.000
Vendor registry console displaying corporate identity, primary dispatch contact, and linked purchase orders.

6. Workflow: Registering Vendors

1

Navigate to Suppliers Directory

Suppliers Navigation Item

Open the sidebar menu and click Master Data -> Suppliers.

2

Enter Supplier Credentials

Add Supplier Modal

Click "Add Supplier". Enter Supplier Code (e.g. SUPP-001) and Official Corporate Business Name.

3

Add Office Address & Remittance Contacts

Address and Contact Forms

Enter the supplier headquarters address, corporate phone number, dispatch order email, and Tax ID (NPWP). Ensure the "Primary" toggle is enabled.

The system requires every vendor profile to include one primary headquarters address and one primary procurement contact.
4

Save Supplier Profile

Save Supplier Button

Click "Save Supplier" to register the vendor in your procurement directory.

7. Workflow: Updating Terms & Bank Details

1

Locate Supplier Record

Suppliers Search Input

Search by Supplier Name, Code, Phone, or Contact Person in the live search field.

2

Modify Address or Contact Information

Edit Action Icon

Click "Edit" to update dispatch contact emails, representative phone numbers, or corporate addresses.

3

Save Updates

Save Changes Button

Click "Save Changes" to apply updated vendor information across future purchase orders.

8. Deactivation & Procurement Safeguards

Purchase History & Vendor Safeguard
The system automatically verifies that a supplier has no active purchase orders, goods receipts, unpaid invoices, or return records before allowing deletion. If past transactions exist, deletion is blocked to protect your procurement and financial history. Mark the supplier as Inactive to discontinue new purchases while keeping all audit trails safe.
1

Review Historical Procurement Records

Supplier Transaction Audit Pane

Before attempting to remove a supplier, verify whether past purchase orders, goods receipts, supplier invoices, debit notes, or bills exist in the system.

The system preserves financial audit trails and prevents deleting vendors that have historical transaction records. Deactivate the supplier instead.
2

Deactivate Supplier Status

Status Toggle (Active/Inactive)

If the supplier has historical procurement records, toggle its Status to Inactive. Inactive suppliers cannot be chosen for new POs while past bills remain fully auditable.

3

Deleting Unused Draft Vendors

Delete Action Icon

If a supplier was added mistakenly with zero historical orders or bills, click "Delete" to permanently remove it.

9. Cross-Module Impact on AP & POs

Purchase Orders & Invoices

Every Purchase Order and Purchase Invoice references an active Supplier ID. Vendor details autofill supplier delivery terms.

Warehouse Goods Receipts (GR)

Incoming warehouse shipment dock receipts match against supplier purchase orders to verify delivered quantities.

Accounts Payable (AP) & Disbursements

Unpaid vendor invoices accrue under AccountsPayable, feeding payment schedules and bank disbursement runs.

Procurement Governance Pro-Tips
  • Always enter the official accounting email address for electronic purchase order dispatch and remittance notification.
  • Do not delete suppliers with historical purchases; deactivate them to keep all tax audit trails and expense ledgers intact.