Add or edit a supplier

With Lucca Invoices, you can manage a supplier database. where all their information (logins, bank details, contacts, etc.) will be saved. You can manage suppliers through the Settings > Suppliers module. 

There are three different ways to create a supplier:

• Via the Settings tab.
• When processing an invoice.
• When approving a purchase request.

Adding a new supplier 

Adding a new supplier via the Settings tab

To create a new supplier, click on "Add a supplier" and complete the form shown below:

• Identification:
  Lets you enter key information for the supplier (name, country, ID number).
• Match a default type or associate a default payment method:
  Lets you set a specific default type or payment method for each supplier. This will allow you to automate invoice checks and limit the risk of errors when purchase requests are entered.
• Payment:
  Your supplier's bank details must be entered if you want to pay your invoices via a SEPA file.  You will need to provide the IBAN, BIC, and payment term in days.
• Contacts:
  You can name one or multiple contacts for each supplier. To create a contact, click on Add a contact and complete the required form.

Adding a new supplier when processing an invoice

Sometimes, invoices are received for suppliers that are not listed in the database. In this case, you can create your suppliers as you process an invoice, without having to navigate to the dedicated module.

To do this:

• Select the affected invoice.
• Select a supplier from the list (if your supplier isn't in the list, Lucca Invoices will prompt you to create them).
• Complete the supplier creation form.
  FYI: The information fields are pre-filled with the data contained in the invoice.

Creating a new supplier when approving a purchase request

When a buyer creates a purchase request, they need to name a supplier.

If the supplier does not appear in the list, the buyer can manually add them. The supplier will not be listed in the database until the purchase request has been approved and verified.

To list a supplier, you have two other options:

• Select an existing supplier
  Buyers often don't know the exact name of a supplier and can enter a temporary name instead. You can then match this suggested supplier with an existing supplier.

• Creating a new supplier
  If the supplier entered does not exist in the database, you can create them by filling out this form.
  

Deactivating a supplier

If you want to remove a supplier that you no longer work with from the list, you can deactivate them at any time.

Once you've deactivated a supplier, they will no longer be visible to anyone creating a purchase request or processing a new invoice.

Even after deactivation, the history of any previous purchases from this supplier will remain accessible at all times.