Supplier Management Guide

Overview

Suppliers are external vendors you purchase goods or services from. AtomicSam tracks supplier relationships, automates review flags, and connects suppliers to purchase orders and cost management.

Adding a Supplier

1. Navigate to Suppliers in the main navigation.
2. Click Add Supplier.
3. Enter the supplier name, contact details, and default tax rate.
4. If you use Xero or QuickBooks, map the supplier to an existing contact.
5. Click Save.

Review Flags

AtomicSam automatically flags suppliers that need attention:

• Missing accounting mapping — no Xero/QuickBooks link when accounting is connected
• Inactive 6+ months — no costs logged against this supplier recently
• Never used — created over 30 days ago but never referenced on a cost
• Missing default tax rate — could cause incorrect tax calculations

Lapsed Supplier Detection

Suppliers automatically move to "Lapsed" status if not used for 13 months. They reactivate automatically when referenced on a new cost or purchase order.

ℹ️ Note: Review flags are recalculated automatically via a database trigger — you don't need to manually refresh them.