Best practices for using suppliers

Supplier records become more valuable when they are kept clean and connected to the right stock and bill records. A few simple habits will make the supplier page far more useful.

Set up suppliers properly

• Use clear supplier names.
• Choose the correct supplier type.
• Use Stock supplier for inventory suppliers.
• Use Bill-only supplier for rent, utilities, services, repairs, internet, transport, and other non-stock bills.
• Use Stock and bills when the supplier provides inventory and also has bills or outstanding balances.
• Add phone numbers and contact people where possible.
• Use notes for payment terms, delivery days, prices, account references, and special instructions.

Link stock to suppliers

• Link inventory items to preferred suppliers.
• Review unlinked inventory regularly.
• Use supplier links to prepare restocking.
• Check low-stock suppliers before busy trading days.
• Make sure the supplier type supports stock before trying to link inventory.

Link bills to suppliers

• Always choose the correct supplier when creating bills.
• Review outstanding supplier bills weekly.
• Use bill-only suppliers for rent, utilities, internet, repairs, and services.
• Use stock-and-bills suppliers for wholesalers who supply goods and also send bills.

Keep records clean

• Avoid creating duplicate supplier records.
• Mark old suppliers inactive instead of deleting important history.
• Edit wrong supplier details as soon as you notice them.
• Use clear notes so future users understand the supplier relationship.
• Do not force every supplier into stock supplier if they are only used for bills.

Review suppliers regularly

• Check top linked suppliers.
• Check low-stock suppliers.
• Check suppliers with large outstanding bills.
• Check inactive suppliers from time to time.
• Check whether old suppliers should still be active.

For small Kenyan businesses

• Keep M-PESA payment details in supplier notes if useful.
• Save the contact person you normally WhatsApp.
• Record delivery days and minimum order amounts.
• Separate stock suppliers from bill-only suppliers so the page stays clear.
• Use Stock and bills for suppliers who provide goods on credit or send purchase bills.