Common supplier problems and how to fix them

Most supplier problems are caused by missing links, wrong supplier type, duplicate supplier records, missing bill records, or old suppliers that should be inactive instead of deleted.

The supplier has no stock value

• Check whether the supplier is linked to any inventory items.
• Check whether the supplier type is Stock supplier or Stock and bills.
• A Bill-only supplier normally will not show stock value because it is not used for inventory.
• Open the supplier profile and check Linked inventory.
• Open Inventory and edit the relevant item.
• Select the supplier as the Preferred supplier.
• Check that the inventory item has current stock and cost price.

The supplier has no bill total

• Check whether any bills are linked to that supplier.
• Check whether the supplier type is Bill-only supplier or Stock and bills.
• Open Bills and search for the supplier.
• Edit the bill and choose the correct supplier if needed.
• Check whether the bill was saved under a different supplier name.

The supplier type is wrong

• Open the supplier.
• Tap Edit supplier.
• Change the supplier type to Stock supplier, Bill-only supplier, or Stock and bills.
• Use Stock supplier if the supplier provides inventory.
• Use Bill-only supplier if the supplier is only for bills, rent, utilities, services, or other non-stock costs.
• Use Stock and bills if the supplier provides stock and also has bills or outstanding balances.
• Save the supplier.

The supplier cannot be selected for inventory

• Check whether the supplier is set as Bill-only supplier.
• Bill-only suppliers are normally not used for inventory stock.
• If this supplier should provide stock, change the type to Stock supplier or Stock and bills.

The supplier cannot be selected for bills

• Check whether the supplier is only set up as a stock supplier.
• If the supplier also sends bills or has payable balances, change the supplier type to Stock and bills.
• If the supplier is only for services or utilities, use Bill-only supplier.

The supplier cannot be deleted

• Check whether the supplier has linked bills or linked inventory.
• If linked records exist, Bizwazi may block deletion.
• Mark the supplier inactive instead.
• If the supplier was linked by mistake, move the linked records first.

There are duplicate suppliers

• Check which supplier has the correct linked bills and inventory.
• Move bills or stock links to the correct supplier where possible.
• Mark the duplicate inactive if it has historical records.
• Delete the duplicate only if it has no linked records and deletion is allowed.

Low-stock suppliers look wrong

• Check the inventory items linked to that supplier.
• Check each item’s current stock.
• Check the low-stock alert level.
• Check whether the item should be active or inactive.
• Check whether the item is linked to the correct supplier.

Outstanding bill value looks wrong

• Open the supplier profile.
• Review Linked bills.
• Check each bill’s total, balance, and payment status.
• Open Bills if you need to edit a bill or record payment.

Supplier profile is incomplete

• Open the supplier profile.
• Use Edit supplier.
• Add phone, email, address, contact person, and useful notes.
• A more complete supplier profile is easier to use later.