How to manage supplier data on the Riwaa platform

To issue purchase invoices and track transactions with suppliers, you first need to add them to the platform. In this article, we explain the steps to add and modify supplier data and everything related to managing them.

#Steps to Add a New Supplier

1. Go to Purchases and Suppliers > Suppliers > New Supplier.

2. Add the following data:

   Main Data:

   • Supplier Name.

   • Supplier Code.

   • Supplier Mobile Number.

   Optional Data:

   • Email Address.

   • Supplier's Tax Number.

   • Opening Balance. For more details on adding the supplier's opening balance, click here.

   • Supplier Address.

3. Click "Save".

ℹ️ Note: You can add the supplier through purchase invoices if you haven't added them previously on the platform.

#Modify Supplier Data

• Go to Purchases and Suppliers > Suppliers.

• Search for the supplier's name or code in the search field.

• Click on the icon (🖊).

• Modify the data you want.

• Click "Save".

ℹ️ Note: You can modify the supplier's opening balance unless a payment has been made and before the financial period is closed.

#Delete Supplier

1. Go to Purchases and Suppliers > Suppliers.

2. Search for the supplier's name or code in the search field.

3. Click on the three dots in the actions column.

4. Choose Delete Supplier.

5. Click "Delete" to confirm the action.

ℹ️ Note: You cannot delete a supplier if they have previous transactions. In this case, you can archive them to retain them as a source for those transactions.

#Archive Supplier

1. Go to Purchases and Suppliers > Suppliers.

2. Search for the supplier's name or code in the search field.

3. Click on the three dots in the actions column.

4. Choose "Deactivate Supplier".

To reactivate the supplier:

1. Click on the three dots in the actions column.

2. Choose "Activate Supplier".

ℹ️ Note: The archiving feature allows you to hide inactive suppliers without deleting their data or affecting previous transactions, provided there are no pending transactions with them. Ensure any pending transaction is completed before archiving.

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#Frequently Asked Questions

1- Is there an upper limit to adding suppliers on the platform?

There is no upper limit to adding suppliers; you can add all your suppliers.

2- I have a supplier (productive families) without a tax number, how do I add them?

The supplier's tax number field is optional; you can leave it blank and complete the other required data.

3- Can the entered supplier's mobile number be non-Saudi?

Yes, a non-Saudi mobile number can be added.

4- Can I upload a list of suppliers through an (Excel) file?

Yes, you can. For more details, click here.

5- Can I export the list of suppliers from the platform?

The platform currently does not support exporting supplier lists. You can view all suppliers through Purchases and Suppliers > Suppliers.

6- Can I manually adjust the amount due to the supplier?

Amounts due from or to the supplier are linked to financial transactions related to purchase invoices, purchase return invoices, and payments; they cannot be manually adjusted.

7- When modifying the supplier's tax number, does the modification reflect on previously issued purchase or return invoices?

No, modifications do not reflect on previously issued invoices.

8- I issued a purchase invoice without adding the supplier's tax number, how do I add it?

You cannot add data to the invoice after it is issued. Return the invoice, then add the supplier's tax number, and issue the invoice again.

9- Can I set user permissions to access the supplier list and modify their data?

Yes, you can. Go to:

• Settings > Users > ⚙️ > Edit Member.

• Go to User Permissions.

• Ensure the "Detailed" option is activated.

• Go to Purchases and Suppliers > Supplier List and Supplier Details.

• Activate or deactivate the appropriate options.

• Click "Save User Data".