Suppliers (UK terminology) or Vendors (US terminology) are individuals or businesses that provide goods or services to your company. The Supplier/Vendor feature helps you manage purchase orders, invoices, and payments in one centralised area. You must create a supplier/vendor before logging any PO, invoice, or receipt.
View Supplier/Vendor dashboard
➡️ Suppliers
The supplier dashboard has three sections Add supplier, Supplier overview and Pinned suppliers
New Supplier/Vendor
This is the first section and allows for the creation of a new supplier/vendor.
➡️ New Supplier/Vendor.
Complete the New supplier/vendor details form:
Name*: This is how the supplier/vendor will appear throughout JMS.
Address line 1*: First line of the supplier address.
Address lines 2 & 3: Optional additional address fields.
Town: Optional.
County: Select from dropdown options (UK-based).
Postcode: Optional but useful for records and filtering.
Landline: Select the correct country code, then input the number.
Email: For automated communications or invoice forwarding.
VAT reg: Optional VAT registration number for accounting purposes.
Credit terms: Dropdown list. Defines how many days you have to pay an invoice from the issue date. This will impact payment reminders and overdue notices.
Click Add supplier/vendor to save the new record.
You can edit or delete supplier/vendor records later as required.
We recommend using clear naming conventions to make them easy to search and identify.
Supplier/Vendor Overview
The Supplier Overview panel is the second section and shows:
➡️ Supplier overview
Total payment due
The total amount owed to all suppliers/vendors.
Overdue
A subset of the total that is past the due date
Base on credit days.
Invoices to be parsed
Displays how many invoices require confirmation. Clicking the number takes you to the confirmation screen where you can review and finalise pending supplier/vendor invoices up loaded via our AI Supplier invoice drag and drop.
View all suppliers
Opens the complete list of suppliers/vendors in the system. This list displays key contact and location details for each supplier/vendor, if the field isn't added against the supplier it will be blank:
Name
Address line 1, 2 and 3
Postcode
Landline
Email address
Each row includes a View button under the Actions column which opens the full supplier/vendor record.
You can also search and scroll through the paginated list to locate specific records.
In the top-right corner of the list, you can also use the Download and Print icons to export or print the list of suppliers/vendors.
Pinned Suppliers/Vendors
The third section is Pinned records, these are designed to give you immediate visibility of what’s owed and let you act quickly. Each pinned record includes a View supplier link in the top-right corner, allowing you to open the supplier/vendor record directly.
➡️ Pinned suppliers
To pin a supplier/vendor:
Click view all suppliers in the top right.
Click view next to the supplier.
Quicklinks > Pin supplier to home screen.
Once pinned, suppliers/vendors appear on your dashboard with:
Outstanding balance
Overdue balance
Number of purchase orders
Buttons for New PO, New Invoice, and Make Payment
An upcoming payments chart (monthly breakdown)
You can unpin records at any time by following the same steps and selecting unpin in Quicklinks.
View Supplier/Vendor Record
Each individual supplier/vendor record has five tabs Supplier details, Notes & Communications, Contacts, Branches and Attached files.
You can access the supplier record two ways:
➡️ Supplier overview > View all suppliers > Click View next to the supplier
➡️ Pinned Suppliers > Click View supplier
Supplier Details Tab
The first tab, Supplier Details, provides a complete overview of the supplier’s information and financial history. It's made up of 5 tables Supplier details, Purchase orders, Invoices, Credit notes and returns.
Supplier Details
This section displays key contact and registration information:
Name and Address
Landline number
Email address
VAT registration number (if applicable)
Credit terms (in days)
Use the Edit supplier link in the top right to update this information.
Purchase orders
This section displays all purchase orders linked to the supplier/vendor. It includes the following columns:
Date: When the PO was raised
Description: What the PO is for
PO number: Auto-generated on creation
Status: Shows the current status (e.g., Draft, Awaiting approval, Approved)
Total: Total order value (excluding VAT)
Actions: Use the View button to open the full PO
You can use the search bar to find POs by description or PO number. Filters allow you to view only specific statuses.
➡️ Add new purchase order
To create a new PO
To create a new PO
Click Add new purchase order.
This opens the Purchase order creation screen.
Enter all relevant details:
Supplier: This is automatically populated based on the current record.
Date: Set the PO issue date.
PO number: Automatically generated when saved.
Choose if Amounts are: VAT Inclusive or VAT Exclusive
Note parts on mobile only support VAT Exclusive so we recommend this option, but choose the best option for your business.
Click Set defaults: Select what default values you'd like to show in the fields of your purchase order.
Nominal code: Select from dropdown
Delivery date: Use the date picker
Delivery method: Choose from dropdown
Mark up: Set a %
Next you’ll find two tables to complete, lines will auto populate if you set default values.
First is Parts: Use this section if you’re ordering inventory stock.
Fields include:
Part: Select from inventory.
Quantity: Units being ordered.
Unit cost: Cost per item.
VAT: Select applicable VAT rate.
Nominal code: Accounting category.
Delivery Date: When the goods are expected.
Second is Items: Use this section for non-inventory items or general expenses.
Fields include:
Item: Free-text description.
Quantity: Number of units.
Unit cost: Cost per item.
Sale price: Optional – not typically used for POs.
VAT: Select applicable VAT rate.
Nominal code: Accounting category.
Totals are calculated automatically at the bottom.
Click Advanced options to add a note for the supplier when you email this purchase order. Use these notes to inform the supplier of additional information relating to your order. For example, if you require a telephone call before delivery.
Click Add purchase order to save.
Once added, you can click View next to the purchase order in the table to see the full breakdown.
➡️ View purchase order details
View existing purchase order
View existing purchase order
Click View in the actions column
This opens the Purchase order details
You can review the following details:
PO number and Date
Status (e.g., Incomplete or Completed)
Last communication (e.g., Not printed/emailed)
VAT type (e.g., Exclusive of VAT)
The pricing table shows:
Type (e.g., Part)
Description of the goods/services
Supplier product code (if used)
Quantity
Unit cost
VAT rate
Nominal code
Delivery date
Delivery method
Total (exc VAT)
At the top right of the screen, you’ll find action buttons choose the function you need to perform:
Email purchase order:
Sends the PO to the supplier via email.
Print purchase order:
Opens a print-friendly version of the PO.
Complete purchase order: Raises an associated invoice
You can also click Edit in the top right if any changes are required before completion.
At the top right of the screen, Quick links which has the following options:
Delete: Permanently deletes the PO record.
Type Delete > Click Delete
Reject: If the PO is no longer needed but you wish to keep a record.
Type Reject > Click Reject
There are also two additional tabs to view:
Notes & communications:
Attached files:
Invoices
This section displays all invoices received from the supplier/vendor. It includes the following columns:
Date: The invoice date
Description: Details of goods/services invoiced
Invoice number: Supplier-provided identifier
Total: Invoice total (usually including VAT)
Remainder to pay: Outstanding balance still to be paid
Actions: Use the View button to see the invoice detail screen
➡️ Add new invoice
To auto upload a PDF invoice follow our AI Supplier invoice drag and drop article.
To create a new invoice manually
To create a new invoice manually
Click Add new invoice.
This opens the Supplier invoice creation screen.
Enter all relevant details:
Date: Set the invoice date.
Invoice number: Enter the required number
Upload invoice: Save a digital copy of the PDF against the invoice
Choose if Amounts are: VAT Inclusive or VAT Exclusive
Note parts on mobile only support VAT Exclusive so we recommend this option, but choose the best option for your business.
Click Set defaults: Select what default values you'd like to show in the fields of your supplier invoice.
Nominal code: Select from dropdown
Mark up: Set a %
Next you’ll find two tables to complete, lines will auto populate if you set default values.
First is Parts: Use this section if you’re ordering inventory stock.
Fields include:
Part: Select from inventory.
Quantity: Units being ordered.
Unit cost: Cost per item.
VAT: Select applicable VAT rate.
Nominal code: Accounting category.
Delivery Date: When the goods are expected.
Second is Items: Use this section for non-inventory items or general expenses.
Fields include:
Item: Free-text description.
Quantity: Number of units.
Unit cost: Cost per item.
Sale price: Optional – not typically used for POs.
VAT: Select applicable VAT rate.
Nominal code: Accounting category.
Totals are calculated automatically at the bottom.
Click Add supplier invoice to save.
Once added, you can click View next to the invoice in the table to see the full breakdown.
➡️ View Supplier invoice details
View existing invoice
View existing invoice
Click View in the actions column
This opens the Supplier invoice details
You can review the following details:
Invoice number and Date
Status (e.g., Incomplete or Completed)
Created by: The username that added the invoice
Created on date/time: The time and date the user saved the invoice
VAT type (e.g., Exclusive of VAT)
The pricing table shows:
Type (e.g., Part)
Description of the goods/services
Quantity
Unit cost
VAT rate
Nominal code
Total (exc VAT)
At the top right of the screen, you’ll find action buttons choose the function you need to perform:
Print purchase order:
Opens a print-friendly version of the PO.
Edit: You can also click Edit in the top right if any changes are required.
At the top right of the screen, Quick links which has the following options:
Delete: Permanently deletes the Supplier invoice.
Raise credit note: Opens the credit note entry screen, allowing you to create a credit against the supplier invoice. Credit notes created here do not appear in the Profit by Job reports.
There are also two additional tabs to view:
Notes & communications:
Attached files:
➡️ Add new payment
Record a payment against a supplier invoice
Record a payment against a supplier invoice
Click View next to the relevant invoice in the Invoices table to open the invoice detail screen.
From here, scroll to the Payment & allocation history section.
Click Add new payment to begin entering payment details.
This opens the payment entry screen, where you can:
Enter the payment amount to be allocated.
Choose a payment method (e.g., BACS, card, cash).
Set the payment date (defaults to today).
Add a description and reference.
Select the correct nominal code from the dropdown.
Once saved, the payment will appear under the Payment & allocation history for that invoice, and the balance will be updated accordingly.
Suppier invoice > Quick Links
From the View Supplier Invoice screen, click the Quick links dropdown (top-right). This reveals two additional actions:
➡️ Delete
Permanently deletes the invoice.
You cannot delete an invoice if it has already been sent to your accounting package.
➡️ Raise credit note
Issue a credit note against a specifc supplier invoice
Issue a credit note against a specifc supplier invoice
Click Quicklinks
Then Raise credit note
This opens the credit note entry screen where you can issue a credit against the supplier/vendor invoice.
Enter all relevant details:
Supplier: This is automatically populated based on the current record.
Date: Set the credit note issue date.
Credit note number: Enter as required
Choose if Amounts are: VAT Inclusive or VAT Exclusive
Note parts on mobile only support VAT Exclusive so we recommend this option, but choose the best option for your business.
Click Set defaults: Select what default values you'd like to show in the fields of your purchase order.
Nominal code: Select from dropdown
Next you’ll find two tables to complete, lines will auto populate if you set default values.
First is Parts: Use this section if you’re ordering inventory stock. The lines will be pre filled as per the associated supplier invoice.
Fields include:
Part: Select from inventory.
Quantity: Units being ordered.
Unit cost: Cost per item.
VAT: Select applicable VAT rate.
Nominal code: Accounting category.
Total cost exc VAT: Line value excluding VAT
Invoice number: The supplier invoice number, this will be auto generated.
Second is Items: Use this section for non-inventory items or general expenses.
Fields include:
Item: Free-text description.
Quantity: Number of units.
Unit cost: Cost per item.
VAT: Select applicable VAT rate.
Nominal code: Accounting category.
Total cost exc VAT: Line value excluding VAT
Invoice number: The supplier invoice number, this will be auto generated.
Totals are calculated automatically at the bottom.
Click Add credit note to save.
The credit note will be automatically allocated to the invoice
Once added, you can click View next to the credit note in the table to see the full breakdown.
Please note that this credit note will not be taken into account on the Profit by Job report, as it is raised against a supplier/vendor rather than an individual job.
Credit Notes Table
The Credit notes section of the supplier/vendor record displays a list of all credit notes raised against the supplier, including:
Date: When the credit note was created.
Description: Short explanation or reference.
Credit note number: Unique identifier.
Total: The full credit value.
Remainder to allocate: Amount still unassigned to any invoice.
Use the View link in the Actions column to open the full credit note record. From here, you can:
See part and item breakdowns.
View any attached files or notes.
Allocate credit amounts to supplier invoices.
➡️ Add new credit note
Raise a supplier credit note
Raise a supplier credit note
Click Add new credit note.
This opens the Supplier credit note creation screen.
Enter all relevant details:
Supplier: This is automatically populated based on the current record.
Date: Set the credit note issue date.
Credit note number: Enter as required.
Upload credit note: Save a copy of the PDF.
Choose if Amounts are: VAT Inclusive or VAT Exclusive
Note parts on mobile only support VAT Exclusive so we recommend this option, but choose the best option for your business.
Click Set defaults: Select what default values you'd like to show in the fields of your supplier invoice.
Nominal code: Select from dropdown
Next you’ll find two tables, you must complete at least one line.
First is Parts: Use this section if you’re ordering inventory stock. The lines will be pre filled as per the associated supplier invoice.
Fields include:
Part: Select from inventory.
Quantity: Units being ordered.
Unit cost: Cost per item.
VAT: Select applicable VAT rate.
Nominal code: Accounting category.
Total cost exc VAT: Line value excluding VAT
Invoice number: The supplier invoice number, this will be auto generated.
Second is Items: Use this section for non-inventory items or general expenses.
Fields include:
Item: Free-text description.
Quantity: Number of units.
Unit cost: Cost per item.
VAT: Select applicable VAT rate.
Nominal code: Accounting category.
Total cost exc VAT: Line value excluding VAT
Invoice number: The supplier invoice number, this will be auto generated.
Totals are calculated automatically at the bottom.
Click Add credit note to save.
Once added, you can click View next to the invoice in the table to see the full breakdown.
➡️ Allocating Credit Notes
After saving a credit note, you can allocate the balance to supplier invoices.
After saving a credit note, you can allocate the balance to supplier invoices.
View the Supplier
Scroll to the Credit notes table
Click View next the credit note.
Opens up New credit allocation sceen.
Scroll to the Allocation history section.
Click Add new allocation
Enter all relevant details:
Date: Enter the date of allocation
Credit amount: Prefilled from Credit note
Credit note number: Auto populated from Credit note
Description: Any relevant details
Next you’ll find a table to complete.
Fields include:
Date:
Invoice number:
Purchase order number:
Invoice amount:
Amount paid:
Amount to allocate:
Remainder to pay:
Actions: Delete
Go to the Invoice number field
Select the require Supplier invoice number from the drop down
The line will populated the fields based on the supplier invoice details.
Update the Amount to allocate if you are not assinging the full value
Click Add cash allocation to save the credit note.
Credit notes do not auto-populate part or item details unless they were created directly from a purchase order or invoice via the Raise credit note shortcut.
You cannot add parts to a credit note from this screen unless they’ve been flagged as returnable in a Returns record.
Credit notes do not auto-populate part or item details unless they were created directly from a purchase order or invoice via the Raise credit note shortcut.
Suppier credit note > Quick Links
From the View Supplier credit note screen, click the Quick links dropdown (top-right). This reveals two additional actions:
➡️ Refund remaining credit
Issue a refund for the remaining credit balance
Issue a refund for the remaining credit balance
Click Quicklinks
Then Refund as remaining credit.
This opens the Refund as remaining credit entry screen where you can log a refund of funds to the supplier.
Rather than apply the credit to an invoice this option allows you to return the funds and balance your credit.
Enter all relevant details:
Date: Set the refund issue date.
Method:
Nominal:
Amount:
Descritption: Enter as required
Reference:
Click Recieve credit note to save.
➡️ Delete
Permanently deletes the invoice.
You cannot delete an invoice if it has already been sent to your accounting package.
Returns
The Returns section lists any returned parts associated with this supplier raised against the Parts tab of a job. You can raise a credit note or indicate that a credit is not required directly from this screen. Fields included:
Reference ID: Internal return ID
Part name: The part that was returned
Quantity: How many units were returned
Unit cost: Per unit cost of the returned part
Total (exc VAT) and Total (inc VAT): Automatically calculated
VAT: Rate used
Date: When the return was processed
Credit received: Shows Yes/No depending on whether credit has been issued
Job number: Related job (if applicable)
Job date: Date the job was carried out
Customer name and address: Customer info related to the job
Supplier invoice number: Related invoice (if issued)
Created by and Created on: User and timestamp for the return entry
➡️ Raise credit note
Raise a credit note against returned parts.
Creates a credit based on the return.
Follow steps for Add a new credit note
➡️ Credit note not required
Mark the part as returned without raising a credit
This is used if you are keeping the parts for a future job so they will now be inventory and therefore no credit is needed.
Type Confirm > Click Credit note not required.
Notes & Communications Tab
The Supplier record Notes & Communications tab allows you to log and view all types of internal and external interactions. This area provides transparency and consistency when dealing with suppliers, especially in case of disputes, follow-ups, or ongoing relationships.
Communication Timeline
The Timeline view toggle helps organize communications chronologically.
You can search by keywords or date to find specific messages.
Use the Filter by type options to narrow down by:
Notes
Print
Phone Call
SMS
Email
➡️ Add a new Communication
To record a note, email, SMS or call to the supplier timeline
To record a note, email, SMS or call to the supplier timeline
Use the purple buttons at the top right to log or send different types of communications for a more detailed article see Notes & communications Timeline:
Add new note: Record internal notes about the supplier/vendor.
Send new email: Compose and send an email directly from the system.
Send new SMS: Send a text message to the supplier.
Add phone call: Log details of a phone call.
Contacts Tab
The Contacts tab stores individual contact records associated with a supplier/vendor. This is especially useful when you need to keep track of different staff members working at the supplier's organisation (e.g., Branch Managers, Accounts Personnel, or Sales Reps).
Viewing Contacts
Each row in the table includes:
Contact created by: Shows the name and timestamp of the person who added the contact.
Name: Full name of the supplier contact.
Position: Job title or role (e.g., Branch Manager).
Email: Email address for correspondence.
Phone numbers: Displays landline or mobile numbers if saved.
Actions: Options to Edit or Delete the contact.
Keeping your supplier contact list up to date ensures smooth communication and improves the accuracy of your records.
➡️ Add New Contact
To add a new supplier contact
To add a new supplier contact
Click Add new contact in the top right.
Enter the contact’s details using the form fields:
Branch: Select the supplier branch they are associated with.
Name: First name.
Surname: Required field.
Position: Job title (e.g., Sales Rep).
Date of birth: Optional.
Office number: Input the number and choose the country prefix. You can also click Add phone number to include more.
Email: Email address.
Twitter Handle: Optional.
Facebook URL: Optional.
LinkedIn URL: Optional.
Click Add contact to save the record.
Branches Tab
The Branches tab displays all branch locations associated with a supplier/vendor. This is useful for organisations that work with regional or local outlets under a national supplier umbrella. This data helps teams quickly identify delivery addresses or contact details for specific supplier outlets.
Each branch record includes the following columns:
Branch name: The name used to identify the branch (e.g., Jewsons - Bristol)
Address line 1, 2, 3: The full address of the branch (if applicable)
Town: The local town/city for the branch
County: The broader county or region
Postcode: The postal/ZIP code
Actions: Use Edit to update the branch, or Delete to remove it
Use the search bar at the top of the page to quickly filter branches by name or address.
➡️ Add New Branch
To add a new branch to the supplier
To add a new branch to the supplier
Click Add new branch (top right of the table).
Fill in the branch details in the pop-up form:
Branch name (required)
Postcode (optional)
Address lines 1-3
Town, County
Email and Phone numbers (optional)
Click Save branch to finalise the entry.
Attached files tab
The Attached Files tab provides a centralised view of all files uploaded to the supplier/vendor record. This can include PDF invoices, credit notes, product images, or internal documentation.
Each file listed includes the following details:
Date added: When the file was uploaded.
File name: Name of the file.
Size MB: File size.
Type: File format (e.g., png, pdf).
Article on Supported File Types
➡️ Click the 
icon to the right of the file line
View, download or delete a file attached to a supplier.
View, download or delete a file attached to a supplier.
View: Opens the file in a new tab for preview.
You can use your keyboard arrow keys to move up or down through the list of files quickly.
Download: Saves a copy of the file to your devices download location.
Delete: Removes the file from the supplier record.
➡️ Add new file
Attach a new file to a supplier record
Attach a new file to a supplier record
Click to upload a file.
Open the require folder where the file is saved on your device.
Select the file or files.
Double click for one file.
Click Open if multiple.
Wait for them file to upload.
Drag and drop
Open the folder where the file is saved on your device.
Select the file or files.
Drag them on to the add new file screen
Drop the files
Wait for them to upload.
FAQs and Troubleshooting
💭 Why can’t I delete a supplier invoice? You cannot delete an invoice if, It has already been sent to your accounting package or It has payments attached to it.
💭 Why is a credit note not showing on the Profit by Job report? Credit notes raised against suppliers are not linked to individual jobs. Even if you allocate them to an invoice later, they will not appear in job profitability.
💭 Can I have multiple contacts or branches for one supplier? Yes. You can add as many contacts and branches as required using the respective tabs in the supplier profile.