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Suppliers - Supplier Profile

3 min. readlast update: 11.14.2025

The Supplier Profile View is where all information related to a specific supplier is registered, displayed and updated.

⚠️ Note: Some fields in the header may appear greyed out, indicating they are non-editable (blocked).
These fields are locked to preserve data integrity and system consistency - fields such as Company and Currency.


This view is structured into distinct tabs, grouping data by category:

  • Items,
  • Details,
  • Documents.

Each supplier represents an individual entity with its own fiscal information, contacts, payment conditions, service items and supporting documentation.

 

At the top of the form, users will find the main fields that define the supplier’s identity and operational context.

Field Description Notes
Name* The supplier's commercial name. Mandatory. 
Types Classification of the supplier. Multi-select field. Must be predefined in the supplier settings.
Fiscal Number* The supplier’s tax identification number (VAT/NIF). Mandatory and unique per supplier.
Currency The default currency used for transactions with the supplier. Must be predefined in the general settings.
Companies Specifies whether the supplier is tenant-wide or limited to a specific company. “Tenant-Wide” applies to suppliers shared across multiple companies.
Country Supplier’s country Must be predefined in the general settings.
Status Indicates whether the supplier is Prospect, Candidate, Active or Inactive. By default, new suppliers are created with the status Prospect - indicating that the supplier is in an initial validation stage.
Payment Terms Commercial payment conditions. Multi-select field. Must be predefined in the general settings.
Payment Types Accepted payment methods for this supplier. Multi-select field. Must be predefined in the general settings.

 

Main features:

At the top right of the Supplier Profile View page, users have access to two key actions:

  • Activities,
  • Delete.

These options provide visibility and control over the supplier’s lifecycle, supporting collaboration, traceability and data management.

Activities

The Activities option opens a dedicated window where users can view, create and manage all actions and interactions related to the selected supplier.

This feature is designed to centralize operational follow-up, such as supplier meetings, internal notes and task assignments, ensuring transparency and continuity of communication.

The Activities window includes several control and filtering elements:

Element Description
Tasks Displays all pending or completed tasks associated with the supplier.
Appointments Shows scheduled meetings or calls linked to the supplier.
Notes Lists all internal notes or comments added by users.
Include Deleted When activated, displays deleted activities for audit purposes.
Completed Allows users to include completed activities in the view.

Each toggle can be turned on/off to refine the visible information.

Time-Based and Custom Filters

Below the filters, users can navigate between predefined time periods:

  • Today – Displays activities scheduled for the current day.
  • Current Week – Displays all activities within the ongoing week.
  • Current Month – Displays all activities within the current month.

In addition to these options, the calendar icon allows users to customize the date range manually.


By selecting specific start and end dates, users can focus on a particular time window - ideal for tracking activities over custom reporting periods.

 

Delete Supplier

The Delete option allows users to remove a supplier record from the system.

⚠️ Note: Deleting a supplier does not remove it permanently - it can be restored later.

This action is restricted to users with the appropriate permissions and should be performed carefully.

Before deleting, a confirmation dialog appears, prompting:

Users must explicitly confirm by selecting Yes or No. This prevents accidental deletions of active supplier records.

When a supplier is deleted, it remains in the system as soft-deleted.
Users can view these records by enabling the Include Deleted option available in the filter section of the main supplier list.

This functionality guarantees data traceability and supports compliance with auditing and reporting requirements.

 

 

 

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