The Suppliers module is the central repository for maintaining supplier master data in GEMS ERP. It serves as the single source of truth for all supplier-related information, including supplier identity, contact details, addresses, financial configurations, purchasing and sourcing settings, bank information, tax details, related parties, and procurement contacts.

Every supplier must be created and properly configured before procurement transactions can be initiated. Supplier records are referenced throughout the ERP in processes such as Purchase Orders, Goods Receipts, Supplier Invoices, and Outgoing Payments, ensuring accurate and consistent supplier information across all procurement and finance operations.

Purpose

The Suppliers module enables your organisation to:

• Maintain a central supplier master database.
• Record supplier identity and contact information.
• Configure accounting and financial settings.
• Manage supplier payment methods and banking information.
• Configure purchasing and sourcing preferences.
• Maintain supplier contacts and related parties.
• Support procurement, finance, and payment processes.
• Ensure supplier information remains consistent across the ERP.

Navigation

Business Partner → Suppliers

Key Features

The Suppliers module provides the following capabilities:

• Supplier identity management
• Supplier address management
• Accounting and financial configuration
• Bank account management
• Tax configuration
• Purchasing and sourcing setup
• Supplier contact management
• Related party management
• Supplier lifecycle management

Screen Overview

The Suppliers module allows authorised users to create, manage, and maintain supplier records.

Each supplier record is organised into multiple sections, ensuring all procurement, financial, and operational information is maintained in a single location.

These sections include:

Section	Description
Overview	Captures supplier identity, classification, and general information.
Address	Stores the supplier’s registered and communication addresses.
Accounting Details	Maintains Business Entity-wise financial settings, payment methods, bank accounts, tax information, and accounting configurations.
Purchasing & Sourcing	Defines sourcing units, delivery preferences, freight settings, shipping conditions, and purchasing configurations.
Contacts	Maintains supplier contact persons for procurement and communication.
Related Parties	Defines business relationships such as Ordering Party, Receiving Party, Invoicing Party, and Paying Party.

Data Model

The Suppliers module stores supplier information across multiple related entities. Together, these entities maintain supplier identity, accounting configurations, purchasing settings, custom fields, contacts, and business relationships.

Supplier Master

The Supplier Master is the primary entity that stores the core information for each supplier. Every supplier is assigned a unique, system-generated Supplier ID and includes general, contact, classification, and address details.

Information Stored

Category	Information
Supplier Identification	Supplier ID, Supplier Type, Status
Personal / Business Information	Title, First Name, Middle Name, Last Name, Business Name
Contact Information	Email, Work Phone, Mobile Number, Website
Classification	Partner Classification, Partner Type
Address Information	House No., Floor No., Building, Street, Country, State, District, City, Postal Code
Audit Information	Created By, Created Date, Updated By, Updated Date

Supplier Custom Fields

The system supports administrator-defined custom fields that allow organisations to capture additional supplier information based on specific business requirements.

These values are maintained separately while remaining linked to the supplier record.

Field	Description
Supplier ID	Links the custom field to a supplier
Custom Field Code	Identifies the configured custom field
Field Value	Stores the value entered for the custom field

Supplier Entity Configuration

Accounting and purchasing configurations are maintained separately for each Business Entity associated with a supplier. This enables organisations operating across multiple legal entities to configure different financial and procurement settings for the same supplier.

Information Stored

Category	Examples
Business Entity	Business Entity Code
Currency	Transaction Currency
Financial Configuration	Accounts Payable (AP) GL Account
Payment Configuration	Payment Method, Payment Terms, Invoice Method
Banking Information	Supplier Bank Accounts
Tax Configuration	Domestic or Foreign Tax Type, GST, PAN, TAN
Purchasing Configuration	Sourcing Unit, Factory Unit, Freight and Shipping Settings

Entity Relationship

The Suppliers module is organised into the following related entities:

Supplier Master
│
├── Supplier Custom Fields
├── Supplier Entity Configuration
├── Supplier Addresses
├── Supplier Bank Accounts
├── Purchasing & Sourcing Configuration
├── Supplier Contacts
└── Related Parties

The Supplier Master acts as the primary record, while the remaining entities store specialised information such as financial configurations, bank accounts, purchasing settings, contacts, and business relationships. This modular structure improves data consistency, simplifies maintenance, and supports multiple Business Entities using a single supplier record.

How It Works

Creating a supplier generally follows these steps:

1. Enter the supplier’s general information.
2. Add the supplier’s address details.
3. Configure accounting and financial information for each applicable Business Entity.
4. Add payment methods and bank account details.
5. Configure tax information.
6. Define purchasing and sourcing preferences.
7. Add supplier contact persons.
8. Configure related party relationships.
9. Save and activate the supplier record.

Once the supplier is active and all mandatory information is completed, the supplier becomes available for procurement transactions such as Purchase Orders, Goods Receipts, Supplier Invoices, and Outgoing Payments.

Best Practices

• Create supplier records before initiating procurement transactions.
• Complete all mandatory information before saving the record.
• Configure accounting and purchasing details for every applicable Business Entity.
• Verify bank account information before enabling payment processing.
• Keep supplier contact, banking, and tax information up to date.
• Review sourcing and purchasing configurations whenever procurement processes change.
• Inactivate obsolete supplier records instead of deleting them to preserve procurement history.

Next Steps

The Suppliers module is divided into the following sections, each of which is covered in its own User Guide page:

1. Overview
2. Address
3. Accounting Details
4. Purchasing & Sourcing
5. Contacts
6. Related Parties
7. Supplier List
8. Create Supplier
9. Edit Supplier
10. View Supplier

Each section explains its purpose, available fields, and the steps required to create, manage, and maintain supplier information within GEMS ERP.