FixedFixed: an invoice would not take payment again after a payment was deleted

Managing Suppliers

4 min read

Published April 13, 2026

Navigating to the Suppliers Section

The Suppliers section is accessible from the main sidebar. It provides a centralized view of all your supplier records, purchase orders, and supplier-linked items.

  1. Open the Suppliers section from the sidebar.
  2. The supplier list page displays all registered suppliers with their contact information and item count.
  3. Use the search bar to find a supplier by name, email, or phone number.

Adding a New Supplier

Creating a supplier record stores all the details you need to manage your relationship, contact information, payment terms, and notes.

  1. Click the 'Add Supplier' button at the top of the supplier list.
  2. Enter the supplier's Company Name (required), this is how the supplier appears across Fixmo.
  3. Enter a Contact Person name for your primary point of contact.
  4. Fill in Email and Phone number for communication.
  5. Enter the supplier's Address including street, city, state/province, postal code, and country.
  6. Select Payment Terms from the dropdown (e.g., Net 30, Cash on Delivery).
  7. Add any Notes for internal reference, for example, account numbers, special agreements, or delivery preferences.
  8. Click Save to create the supplier record.

Note

Only Admins can add new suppliers. Managers can view and edit existing supplier details but do not have access to the Add Supplier action. This is the default; the shop owner can change it in Settings, Roles and Permissions.

Editing Supplier Details

Supplier records can be updated at any time. Changes to contact information and payment terms take effect immediately and apply to new purchase orders going forward.

  1. Find the supplier in the supplier list using search or scrolling.
  2. Click on the supplier row or use the action menu to select Edit.
  3. Update any fields, company name, contact person, email, phone, address, payment terms, or notes.
  4. Click Save to apply your changes.

Note

Editing a supplier does not change the terms on existing purchase orders. Updated payment terms apply only to new POs created after the change.

Linking Inventory Items to Suppliers

Connecting items to suppliers lets you track where you source your inventory. You can link items from the item creation form or from the supplier's detail page.

  1. When adding or editing an inventory item, select a Supplier from the dropdown in the core details section.
  2. Alternatively, from the supplier's detail page, use the Items tab to add existing inventory items to this supplier.
  3. For each supplier-item link, you can set a supplier-specific cost price, supplier SKU, and lead time.
  4. One item can be linked to multiple suppliers, and one supplier can supply many items.

Setting a Preferred Supplier

When an item is sourced from multiple suppliers, you can designate one as the preferred supplier. The preferred supplier is used as the default when creating purchase orders and appears first in supplier comparisons.

  1. Open the item's edit page and navigate to the Suppliers tab.
  2. Review the list of linked suppliers for this item.
  3. Click the star icon next to the supplier you want to set as preferred.
  4. The preferred supplier is highlighted and becomes the default selection when reordering this item.

Tip

The preferred supplier is typically the one offering the best combination of price, lead time, and reliability. Review and update this setting periodically as supplier terms change.

Deleting a Supplier

Suppliers can be removed from the system, but Fixmo enforces data integrity to protect your purchase order history.

  1. Find the supplier in the list and open the action menu.
  2. Select Delete.
  3. Confirm the deletion in the dialog that appears.

Warning

Only Admins can delete suppliers. If the supplier has existing purchase orders, deletion may be blocked to preserve your procurement history. Consider marking the supplier as inactive instead.

Frequently asked questions

Admins have full supplier management access, including adding and deleting suppliers. Managers can view and edit existing supplier details but cannot add new suppliers or delete existing ones. Technicians and Cashiers can view supplier information but cannot make changes.

Yes. Fixmo uses a SupplierItem junction that allows you to link a single inventory item to multiple suppliers, each with their own cost price, SKU, and lead time. For variable products, supplier links are set per variation, each variation can have its own supplier with independent pricing. This is covered in detail in the Multi-Supplier Pricing article.

You can set standard payment terms such as Net 7, Net 14, Net 30, Net 60, or Cash on Delivery. These terms appear on purchase orders created for that supplier and help you track payment due dates.