Suppliers
Suppliers combines an editable contact book with historical suppliers from POs and the procurement scorecard. The list shows name, category, PIC, phone, number of POs, on-time rate, fill rate, returns, outstanding balance, NPWP, and other metrics based on real transactions.
Deleting a supplier from the contact book doesn't delete old POs. Vasco keeps a copy of the name/contact on historical documents, while the scorecard still comes from the receipts, returns, prices, and bills that actually happened. A legacy supplier without a contact book row may not have a delete button until its profile is saved.
Before you start
Have this ready
- Search the supplier name to prevent duplicate spellings.
- Prepare the legal/trade name, PIC, phone, NPWP, and address.
- Verify that you have permission to save contact and tax data.
- Understand that performance metrics come from transactions, not manual input.
Done when
- Every active supplier has a consistent identity and contact.
- The team can reuse the supplier when creating purchases.
- The scorecard is read with the number of transactions as context.
- Deleting a contact isn't mistaken for deleting history.
Read the supplier profile and scorecard
| Fields | Source/meaning | Notes |
|---|---|---|
| Name | Supplier profile/contact book | Required and must be consistent |
| PIC/Phone | Operational contact | The phone number becomes a call link |
| NPWP/Address | Supplier document data | Optional but important for invoices |
| PO | Number of historical orders | Calculated from procurement |
| On time | Receipts on schedule | Empty when there isn't enough data |
| Fulfilled | Fill rate by qty | Depends on receipts |
| Returns | Share of returns | Flagged at >5% |
| Outstanding | Open supplier payables | Comes from bills/credits/payments |
| Price variance | Price changes | Shown when the scorecard supports it |
Add, edit, and rate suppliers
- 1
Search for a supplier
Search by name, PIC, phone, or NPWP before creating a new one. Check variations such as PT/CV/shop.
Result: Duplicate profiles can be avoided.To cancel / undo: No data changes. - 2
Add supplier
Fill in the required name, PIC, phone, NPWP, and address, then Save.
Result: The supplier goes into the contact book and can be chosen again.To cancel / undo: Choose Cancel before Save. - 3
Edit profile
Click the row or the Edit icon, correct the contact data, then Save.
Result: The contact book uses the latest values.To cancel / undo: Choose Cancel to keep the old values.If something goes wrong: A legacy supplier without a directory_id can be opened, but editing may create a new profile; check the result so it isn't duplicated. - 4
Read the scorecard
Compare on-time, fill rate, returns, outstanding, and number of POs. Don't judge a percentage without looking at the transaction sample.
Result: Supplier selection becomes more data-driven.To cancel / undo: The screen is read-only; no manual score is saved. - 5
Export the list
Use the table search/filter, then export if needed. Check the NPWP/phone data before sharing.
Result: The supplier list is available for review.To cancel / undo: Delete the local file if it's wrong; the app doesn't change. - 6
Delete from the list
Choose the Delete icon only for contact book profiles you no longer want to be selected; read the confirmation.
Result: The contact profile is deleted; old POs keep a copy of the supplier.To cancel / undo: Choose Cancel. Once deleted, there is no restore on the page; create a new profile if needed.
Supplier data status
| Condition | Meaning | Action |
|---|---|---|
| Contact complete | Has a phone number | Verify periodically |
| NPWP data | Ready to use as document context | Make sure the format/legal details are correct |
| Empty score | Not enough transactions yet | Don't treat it as 0% |
| Legacy supplier | Exists from old POs but isn't in the contact book yet | Save the profile if you want to manage it |
| Return rate >5% | Returns are relatively high | Open the underlying transactions |
| Outstanding | Payables not yet settled | Review Bills |
Undo, correct, or delete safely
| Situation | The right action | What still happens |
|---|---|---|
| Add/edit form not saved | Choose Cancel | Profile doesn't change |
| A profile was saved wrongly | Edit it again | Old POs aren't rewritten |
| Profile deleted | Recreate it if it's still needed | Old POs remain; there is no contact restore |
| Duplicate supplier | Stop using one of them and ask an admin to consolidate | Deleting a contact doesn't merge transactions |
Don't invent an undo
If the screen doesn't offer an undo, edit, or delete button after a transaction is saved, this documentation does not assume the action can be reversed. Note the reference, stop any follow-up actions, then ask for a correction through the main admin or Vasco support.
Troubleshooting
| Symptom | Possible causes | What to do |
|---|---|---|
| Supplier list isn't active yet | The contact book table hasn't been migrated | Ask an admin to activate it; suppliers from old POs can still appear |
| Score doesn't appear | There are no transactions yet, or the scorecard failed | Check the number of POs/receipts and the database version |
| Edited data isn't saved | The row is only a legacy supplier without a profile | Create/save the right contact book profile |
| Double supplier | Different spelling/capitalization | Choose one standard name and ask an admin to consolidate |
| Outstanding looks wrong | Bills, credits, or payments are incomplete | Trace Bills/Returns |
Questions and answers
Does deleting a supplier delete POs?
No. Old POs keep a copy of the name and contact.
Where does the on-time score come from?
From the real procurement schedule and receipts, not manual input.
Why is the score empty?
There isn't enough transaction data yet, or the scorecard isn't active yet.
Can a legacy supplier be deleted?
The delete button only appears for contact book profiles. The supplier history from POs is kept.
Is NPWP required?
Not in the form, but the company's document/tax policy may require it.