How To Create a Supplier in Accoxi?

A step-by-step guide on adding, creating, and editing suppliers in Accoxi

Supplier 1


A supplier, whether an individual or an organization, is someone who furnishes necessary items, such as products or services. In the business context, the role of a supplier involves delivering top-notch products sourced from manufacturers to distributors or retailers at favourable prices, facilitating resale in the market.



In Accoxi, you have the capability to add vendors with whom you engage in your business. To facilitate the creation of purchase transactions such as bills, purchase orders, and purchase invoices, it is necessary to add suppliers.

Key Features:

  1. Comprehensive Supplier Overview: It provides detailed information on all created suppliers, including their names, Tax treatment, and balance amounts.
  2. Visual Identification of Payables and Receivables: Payables and receivables are visually distinguishable through a color-coded format. Red signifies payables, while green indicates receivables.
  3. Customizable Payment Terms: Users can set specific payment terms for their suppliers, allowing for flexibility in transaction arrangements.
  4. Credit Limit Management: It enables users to define a maximum credit limit for suppliers, aiding in effective credit control.
  5. Opening Balance Setup: Users can input the opening balance for suppliers, ensuring accurate financial tracking from the outset.

Supplier Module: Clicking on the Supplier Module leads to the Supplier Search, providing a user-friendly interface for managing and searching for suppliers.


Menus Available In Supplier Search Screen

Supplier Search comprises various menus and showcases the details of vendors added to the business.

Menus available in supplier search

  1. Filter Option: a) Filtering supplier contacts can be accomplished in two ways—either directly entering the supplier name, or phone number into the search bar near the filter option, or by clicking the filter drop-down. Data can be filtered by Supplier name, Phone No, Email. b) Sorting options are available. By selecting Order By and Sort Order, data can be arranged in ascending or descending order. Under the Sort By option, we have Amount and Name. The Sort Order can be set as ascending or descending based on our requirements. c) By ticking the inactive dialogue box, it filters inactive supplier details.

  1. New Supplier: The New Supplier button opens the supplier form, allowing the user to add new suppliers. Certain fields are marked in red, indicating that the details must be entered compulsorily.

Steps to create a new supplier:

  • Navigate to the Supplier Module.
  • Click the + New button at the top right-hand side of the page.
  • Enter the details of your vendor.
  • Select the Tax treatment.
  • Additional details such as Billing Address, Payment Terms, Opening Balances, etc., can be added.
  • After entering all the details, click Save.

New Supplier Creation



Supplier Name

Input the supplier's name.

Contact Name

Provide the name of the contact person.


The user can choose the currency for the supplier based on the currency used for the transaction.

Opening Balance

You can input the opening balance for the supplier, if applicable. If no opening balance is provided, the default value will be set to '0'.

Account Type

The opening balance can be specified as a credit or debit amount. From the dropdown menu of the Type, you can select the appropriate field.

Tax Treatment

Choose the tax treatment from the dropdown menu. Options include VAT Registered, Non-VAT Registered, GCC VAT Registered, GCC Non-VAT Registered, and Non-GCC.


If the Supplier is VAT Registered or GCC VAT Registered, enter the TRN (Tax Registration Number). For suppliers with tax treatment as Non-VAT Registered, GCC Non-VAT Registered, or Non-GCC, the TRN field becomes inactive.

Source of Supply

For VAT registered and Non-VAT registered suppliers, you can select the source of supply from the dropdown menu.


For suppliers registered for VAT and those not registered for VAT, the country is fixed as UAE, and no other country can be selected. However, if the tax treatment is GCC Registered, GCC Non-VAT Registered, or Non-GCC, the country dropdown option becomes active, allowing you to choose the required country.


For VAT registered and non-VAT registered suppliers, you can choose the emirates from the dropdown menu.

Supplier Address

Input the supplier's address.


Provide the city of the supplier.

Zip/Postal Code

Input the pin code/ZIP code of the supplier’s locality.

Mobile no

Provide the mobile number.


Enter the email ID of the supplier.

Maximum credit limit

In this section, you have the option to define the maximum credit limit permitted by your supplier. If your purchase from this specific supplier exceed this limit, a warning message will be triggered.

Payment Term

In this section, you can configure the payment terms, and these terms will be reflected in the purchase invoice. The status of the invoices, such as overdue or unpaid, is determined based on these payment terms.


The user must select the supplier route or click on the plus sign on the route bar to create a new supplier route.

Supplier Type

In this option, you can allocate the supplier type. Users can differentiate supplier as global or local. Global implies that the supplier will be accessible in all branches, while local indicates availability in that specific branch only.


If the most recent data is not displayed, simply click on the refresh icon located at the top right corner of the page to fetch the updated information.


Clicking the save button enables you to finalize the transaction.


This option allows the user to clear the data entered in the New supplier creation window.


Users can exit from the invoice window by clicking this button.

  1. Export: The supplier list can be exported to Excel format. Click on the Export button at the top right corner, near the +New button. Select the file location and click on save. The exported file includes fields such as supplier name, contact name, phone no, TRN, Tax treatment, and balance.
  2. Refresh: If your latest data is not displayed, click on the refresh icon on the top left corner of the page to fetch the new data.
  3. Edit: You can edit supplier details if necessary using the Edit icon. Clicking this icon opens the supplier form, where you can view the entered details and update them as per your requirements.
  4. Supplier Info:

Supplier Info Overview

The Overview page provides a comprehensive snapshot of the supplier's basic information and activity. It features a mini dashboard displaying the supplier's balances, unused debits, and payables. Additionally, a graph illustrates the sales activity of the supplier.

  • Transactional history between the supplier and the organization is visible on the bottom right side of the page. This section showcases the purchase transactions and payment history made to the supplier.
  • The Edit option redirects the user to the edit page of the supplier, allowing them to modify supplier details. The +New Transaction feature enables users to conduct various purchase transactions, including the issuance of debit notes, for the specified supplier.
  • The More option provides additional functionalities, allowing the user to either inactivate the supplier, send emails to the supplier, or delete the supplier.

Supplier Info Transactions

The Transaction tab presents a detailed list of transactions conducted with the supplier. Users can employ the dropdown option to filter these transactions based on specific criteria. Additionally, users have the option to view individual invoices by selecting the "View" option.


  1. Color Filter: The closing balance of the supplier is visually represented, either in red or green, to denote payable or receivable, respectively.
  2. Pagination Control: This feature manages page navigation and page size. Users can set the page size to 10, 20, 50, or 100. Enter the page number in the box and click on the Go button to navigate to the intended page.
  3. Exit: Below the pagination control, there is an Exit button. Click the Exit button if you wish to leave the Supplier Search Page.

Supplier Info Statement
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