Suppliers

Suppliers are the foundation of procurement. Purchase orders, RFQs, agreements, invoices, WHT treatment, and payment instructions all link to supplier records.

Creating a Supplier

1. Go to Suppliers -> Create.
2. Enter legal name, display name, email, phone, and contact person.
3. For Ghana compliance, add GRA TIN, VAT registration status, VAT number if available, and WHT eligibility.
4. Enter address details, including region, city, postal code, and Ghana Post GPS code when available.
5. Add bank and mobile money details for payment reference.
6. Set default currency and payment terms.
7. Save the supplier.

A supplier code is generated automatically.

Import Suppliers

Use Import Suppliers for reviewed bulk creation or updates. Download the versioned XLSX template, read its Instructions and Allowed Values sheets, and complete the Suppliers sheet without formulas or hidden data rows. CSV remains available as a fallback.

The import workspace guides Prepare -> Upload -> Review -> Complete. Preview classifies each row as Create, Update, Skip, Warning, or Blocked. Existing supplier_code values update that supplier; a blank code creates a new one. Blank cells preserve existing values during updates, while __CLEAR__ clears a supported optional field. Resolve every non-skipped error before the atomic commit. Files are limited to 2,000 supplier rows.

Possible Duplicates, deletion, and merge

Use Possible Duplicates to compare match reasons, identity fields, and transaction counts. Exact tax-identity conflicts remain blocking; similar names or contacts are advisory and may be dismissed when the suppliers are genuinely distinct.

Delete is recoverable only for a supplier with no Procurement or linked Accounting history. Where history exists, SikaBooks blocks deletion and offers Block supplier or Merge supplier instead. A merge requires a survivor, a reason, typed confirmation, and explicit field decisions. It moves eligible Procurement relationships while preserving historical document snapshots and posted Accounting attribution. Source suppliers are marked as merged and cannot be restored through the ordinary deleted-supplier workflow.

Supplier Statuses

Blocking a Supplier

Block a supplier when the business should not place new orders with them. Blocked suppliers remain in history but should not be selected for new procurement documents.