Suppliers

Suppliers are the companies you buy goods from or receive products from. The supplier appears in products, lots, supplier orders, receiving, and documents such as goods receipt notes.

A supplier is not just a contact address. In Putaway WMS, it helps track where goods came from: which products come from that supplier, which lots belong to it, which orders were placed, what was received, and which documents were issued.

Note

Create suppliers before importing products, before linking products to suppliers, and before the first receiving operations. If suppliers are not set up correctly, receiving can reject products, lots, or orders that do not match.

When To Use Suppliers

Use the Suppliers page when you need to:

• add a company you buy products from;
• keep that company’s contact and location details;
• link products to the supplier they are bought from;
• prepare supplier orders;
• receive goods with or without a supplier order;
• later track stock origin in documents, stock views, and reports.

Think of the supplier as a stable identity. If the same company is created more than once with slightly different names, filters, receiving, and reports become harder to follow.

Opening The Page

To work with suppliers, open Suppliers from the application menu.

The page is shown only to users who have permission to manage suppliers. Adding, editing, and deleting can require separate permissions. If you do not see the add button or the edit/delete actions, ask an administrator to check your role.

Supplier List

The list is where you check existing suppliers before creating a new one.

On desktop, suppliers are shown in a table. On phone or tablet, the same information is shown as cards so it can be read more easily on a small screen.

The list includes:

• supplier name;
• CIF or tax ID;
• country and city;
• state, when filled in;
• address, on mobile cards;
• email;
• phone;
• edit or delete actions.

Email and phone are shown as quick links. If the device supports it, you can open an email address or start a phone call directly.

Search And Filters

Use the filter area when you have many suppliers and need to find one quickly.

You can search by:

• name;
• CIF or tax ID;
• email;
• phone;
• country;
• state;
• city;
• address.

Search accepts multiple words. For example, you can enter the supplier name and city, and Putaway WMS keeps only suppliers that match.

You can also filter by:

• Country;
• State.

The Reset button clears the filters and shows the full list again.

Tip

Before adding a new supplier, search by name and by CIF or tax ID. This helps avoid duplicates.

Creating A Supplier

To create a supplier:

1. Open Suppliers.
2. Press Add.
3. Fill in at least the supplier name.
4. Fill in fiscal and contact details if you have them.
5. Press Save.

The following fields are available when adding a supplier:

• name;
• CIF or tax ID;
• email;
• phone;
• country;
• state;
• city;
• address.

Name is required. The other fields are optional, but it is recommended to fill them in as accurately as possible, especially the tax ID and country.

The email must be entered in email format, and the phone number should be entered in a clear format without extra text.

Caution

If you have reached the supplier limit allowed by the current plan, Putaway WMS no longer allows adding a new supplier until the limit is increased.

Field Meaning

Field	How it is used
Name	The supplier company’s name. Use the same form everywhere, for example the legal name or the commercial name agreed internally.
CIF / tax ID	The supplier’s fiscal code. It helps distinguish companies with similar names.
Email	Contact address for orders, confirmations, or commercial discussions.
Phone	Supplier contact phone number.
Country	The supplier’s country. This matters when using fiscal codes and country filters.
State	The supplier’s administrative area or region.
City	The supplier’s city or town.
Address	Full address, if you need it for documents and contact.

After Creating The Supplier

After saving, the supplier can be used in several work areas:

• in Products, to define which suppliers a product can come from;
• in Import products, when imported products must be linked to suppliers;
• in Lots, for products tracked by lot;
• in Supplier orders, for planned replenishment;
• in Goods receiving, when goods arrive in the warehouse;
• in Stock and Traceability, for analysis and tracking.

The supplier alone does not add products to stock. Stock appears only after operations such as receiving, goods receipt notes, putaway, or adjustments.

Link With Products

A product must be linked to the supplier you receive it from.

This link matters because, during receiving, Putaway WMS checks whether the scanned product belongs to the selected supplier. If the product is not linked to that supplier, the scan is rejected.

Example:

1. Create the supplier Supplier A.
2. Open product SKU-100.
3. Link the product to Supplier A.
4. In receiving, select Supplier A.
5. When you scan SKU-100, the product is accepted if the rest of the data is correct.

If the same product can come from multiple suppliers, link the product to each relevant supplier. Do not create duplicate products just because the supplier changes, unless your company treats those items as different products.

Link With Product Import

During import, the supplier can be filled from the file or selected as the default supplier for imported products.

If the file contains supplier names, use the same spelling as on the Suppliers page. Small differences such as extra spaces, abbreviations, or changed letters can create operational confusion.

Tip

For the first large import, create the main suppliers manually first, then use the same names in the import file.

Link With Lots

Lots are linked to suppliers. This matters especially for perishable products or products where exact origin must be tracked.

In receiving, after selecting the supplier, Putaway WMS shows the lots that match that supplier. If the lot does not appear, check:

• whether the lot was created;
• whether the lot belongs to the correct supplier;
• whether the product is configured correctly for lot tracking;
• whether the expiration date is correct.

Do not reuse the same lot code across different suppliers without checking the physical goods documents.

Link With Supplier Orders

For planned replenishment, create a supplier order for the supplier you expect goods from.

In a supplier order, the available products are the products linked to the selected supplier. This helps avoid ordering a product from a company that does not supply it.

The supplier order becomes available in receiving only after it is saved, and only for its supplier and warehouse.

Link With Goods Receiving

In Goods receiving, the first step is selecting the supplier.

After selecting the supplier, you can work in two ways:

• Receiving without order, when goods arrived without a previously created order;
• Receiving based on a supplier order, when you receive an already saved order.

Putaway WMS uses the selected supplier to check the available products, lots, and orders. If a product belongs to another supplier, do not add it to the same receiving flow.

Caution

Do not use the same receiving flow for goods from different suppliers. If you received products from two suppliers, work separately for each supplier.

Link With Goods Receipt Notes And Stock

After receiving, products reach receiving documents and stock with information about the supplier they came from.

This information helps when you need to:

• see which supplier goods came from;
• filter stock by supplier;
• check differences between ordered and received quantities;
• track lots, serial numbers, and origin;
• analyze receiving and adjustments.

In the stock report, the supplier filter helps with analysis. When you need the quantity that came strictly from one supplier, use the stock calculation mode dedicated to the selected supplier.

Editing A Supplier

To edit a supplier:

1. Open Suppliers.
2. Find the supplier in the list.
3. Press the edit action.
4. Change the needed fields.
5. Press Save.

Editing changes the supplier’s contact and location details. It does not move stock and does not automatically change documents that were already generated.

Change the name and tax ID carefully. If you change the supplier’s identity instead of correcting a spelling mistake, the operational history can become hard to understand.

Good examples of edits:

• correct a phone number;
• update the contact email;
• fill in the country or city;
• correct a wrong letter in the name;
• fill in a missing tax ID.

Risky examples of edits:

• replacing one company completely with another;
• changing an old supplier into a new supplier;
• modifying the name to hide a duplicate.

In these cases, create the correct supplier and keep the history clean.

Deleting A Supplier

Deletion should be used only for suppliers created by mistake and never used.

To delete a supplier:

1. Open Suppliers.
2. Find the supplier in the list.
3. Press the delete action.
4. Confirm deletion.

Putaway WMS does not allow deleting a supplier if it is linked to products or referenced in goods receipt notes. In this situation, the supplier must be kept for traceability.

Caution

Do not delete suppliers that have been used operationally. If the supplier is no longer commercially active, keep it for history and avoid using it in new operations.

Common Problems

I Cannot Find The Supplier In The List

Check whether filters are active. Press Reset, then search again by name or tax ID.

I Cannot Add The Supplier

Check whether the name is filled in. If email or phone are filled in with an invalid format, correct them or leave the fields empty until you have the correct data.

If the message says the plan limit was reached, you cannot add suppliers beyond the current plan limit.

The Supplier Already Exists Message Appears

Search for the supplier in the list by name and tax ID. If it is the same supplier, use the existing record and update it if details are missing.

The Product Is Rejected During Receiving

Check whether the product is linked to the selected supplier. In receiving, the scanned product must belong to the supplier you are working with.

The Lot Does Not Appear During Receiving

Check the Lots page. The lot must exist and be linked to the selected supplier.

I Cannot Delete The Supplier

If the supplier is linked to products or appears on goods receipt notes, Putaway WMS blocks deletion. Keep the supplier for history.

Rules

• Create the supplier before using it on products or supplier orders.
• Do not duplicate the same supplier with slightly different names.
• For suppliers from the same country, keep the tax ID consistent so duplicates do not appear.
• Link products to the supplier before receiving.
• Create lots on the correct supplier.
• Use separate receiving flows for different suppliers.
• Delete only suppliers created by mistake and never used.
• Do not edit an old supplier so it represents another company.
• Keep suppliers used in documents for traceability.