Add and manage suppliers

This guide explains how to add and manage your suppliers in AtomicSam. Keeping an updated supplier list makes it faster to create purchase orders and track your job costs accurately.

By building a directory of your suppliers, you can easily associate expenses with specific jobs. This gives you a clear view of your profitability and helps you manage your relationships with vendors.

Before you start

• You need a permission level that allows you to manage suppliers. This is typically available to staff members with Administrator or Financials access.
• Have the supplier's contact details and business information ready, such as their legal name, address, and contact person.

Add a new supplier

1. Navigate to Purchases → Suppliers from the main menu.
2. Click the New Supplier button in the top right corner.
3. Fill in the supplier's details. Only Supplier Name is required.
4. Enter contact information like the primary contact's name, email, and phone number.
5. Add their Billing Address. This address can be used later to automatically populate purchase orders.
6. You can also add optional details like your Account Number with them, default Payment Terms, and a default Tax Rate.
7. Click Save Supplier to add them to your list.

💡 Tip: Consider creating a generic supplier called "Miscellaneous Purchases." You can use this for small, one-off expenses where you do not need to track a specific vendor, such as buying materials with cash.

Edit or archive a supplier

1. Go to Purchases → Suppliers to see your list of suppliers.
2. Click on the name of the supplier you want to update. This takes you to their detail page.
3. Click the Edit button.
4. Make your changes to any of the fields.
5. Click Save Supplier to confirm the changes.
6. If you no longer work with a supplier, you can choose to Archive them from the Edit screen. Archiving hides them from future selection lists but preserves their historical data.

⚠️ Heads up: You cannot delete a supplier if they are associated with any purchase orders or bills. Archiving is the correct way to remove them from active use while maintaining the integrity of your financial records.

Good to know

• Suppliers are distinct from Clients and Staff Members. They are external contacts and cannot log in to your AtomicSam organization.
• You can import multiple suppliers at once using a CSV file. This feature is available on our Pro and Ultra plans. Go to Purchases → Suppliers and look for the Import option.
• Once added, a supplier can be selected when you create a new purchase order or record a bill, making it easy to attribute costs.

What's next

• Create a purchase order
• Track your job costs
• Manage bills and expenses