Help CenterSuppliers

🤝 Supplier & Vendor Management

Keeping track of what you owe your distributors, vendors, and wholesalers is just as important as tracking your customer sales. The Suppliers module in Vaaniz is a complete Accounts Payable ledger that tightly integrates with your inventory and bank accounts.

To access this screen, tap the Suppliers (People icon) tab on your main navigation bar.

1. The Supplier Dashboard

When you open the Suppliers tab, you will see a list of all your business contacts.

  • Smart Balances: At a glance, you can see your financial standing with every vendor.
    • Red (Due/Payable): Money you owe to the supplier for goods received.
    • Green (Advance/Receivable): Excess money you have paid to the supplier.
  • Quick Actions: Tap the Phone or WhatsApp icons on any supplier card to instantly call them or open a WhatsApp chat directly (no need to save their number in your phone's contacts!).
  • Bulk Import/Export: Moving from an old ledger book or Excel? Tap the Cloud Upload icon at the top right to import a CSV list of suppliers, or tap the Download icon to export your list.

2. Adding a New Supplier

To onboard a new vendor, tap the floating "+" button at the bottom right.

  • Business Details: Enter their Business Name, Phone, Email, and Address.
  • Financial & Tax: Enter their GSTIN (India) or State Tax ID (US). This is crucial, as Vaaniz will use this if you generate B2B invoices or export tax reports.
  • Opening Balance: If you already owe them money before using Vaaniz, enter the pending amount here so your ledger starts accurately.

3. Managing Transactions & Bills

Tap on any supplier's name from the dashboard to open their detailed ledger. Here, you will see a history of every transaction.

To log a new activity, tap + Transaction. You have three options:

📥 1. Purchase (Bill Received)

Use this when a delivery truck drops off new stock and hands you an invoice.

  • Amount & Tax: Enter the total bill amount and the applicable tax rate.
  • Attach Photo: Tap Attach Photo to snap a picture of the physical paper bill. Vaaniz will securely store it, meaning you can throw away the paper copy!
  • Auto-Update Inventory: Toggle "Add Products to Stock" ON. Search for the items the supplier delivered, enter the quantity and new cost price. Vaaniz will automatically add these items to your store's inventory—saving you from having to do double data entry!

💸 2. Payment (Money Sent)

Use this when you pay the supplier to clear your pending debt.

  • Amount: Enter how much you paid.
  • Bank Account: Select which of your business bank accounts the money came from. Vaaniz will automatically deduct this amount from your Bank Ledger!
  • Reference: Enter the Cheque Number or UPI Transaction ID for your records.

↩️ 3. Return (Debit Note)

Use this if you are sending damaged or expired stock back to the supplier.

  • Vaaniz will mathematically reverse the tax, reduce what you owe the supplier, and (if inventory toggle is ON) automatically deduct the returned items from your shop's stock.

4. Deleting & Fixing Mistakes

If you make a typo or enter the wrong amount, don't worry.

  1. Simply tap on the specific transaction in the supplier's history.
  2. A menu will pop up allowing you to View the Receipt Photo or Delete the Transaction.
  3. If you delete it, Vaaniz is smart enough to safely reverse the balances so your math stays perfect.

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