Module 3 · Core · 7 min read

Suppliers: the people you buy from

You will be able to: Explain what a supplier record holds and where purchase documents pick it from; Add a supplier correctly, including a 15-digit TRN; Tell which supplier fields change behaviour and which are only kept for reference; Deactivate a supplier instead of trying to delete it.

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A supplier is the master record of a business you buy from. Every purchase order, goods receipt, purchase invoice, purchase return and payment picks its supplier from this one list, so a clean list means clean payables later. In Zeyto the list is under Purchase, Suppliers. The list and the editor are on the same screen: click a supplier to open it, or press + New to add one.

The Suppliers list with tiles for suppliers, active, credit and TRN set, and columns for code, name, kind, type, TRN, phone, email, credit limit and credit days.

Purchase, Suppliers: the people you buy from, with balance, limit and days.

Purchase, Suppliers: the people you buy from, with balance, limit and days.

The fields that matter

  • Code: your own short code, or given automatically when supplier codes are set to Automatic (Settings, Numbering, Master Codes). A saved code can be corrected with the Change button, with a reason.
  • Name: required. This is what people see in pickers and on statements.
  • Kind: SUPPLIER, or BOTH when the same business is also your customer. It cannot be changed once saved.
  • TRN: the supplier's tax registration number. In the UAE it has 15 digits. Zeyto refuses a TRN that is not 15 digits (the format follows your company's country) and refuses a TRN already used by another supplier.
  • Credit Days and Credit Limit: recorded for your reference. Credit Days is shown next to the supplier when you pick it on a document.
  • Active: untick to stop using a supplier.

Why the TRN matters: in the UAE you can generally recover input VAT only if you hold a valid tax invoice from a VAT-registered supplier, and that invoice carries the supplier's TRN. Capturing the TRN when you create the supplier saves a hunt later when the VAT return is prepared.

The New Supplier form with code, kind, name, TRN, phone, email, address, credit days and credit limit fields.

Press + New and fill the name, TRN and credit days.

Press + New and fill the name, TRN and credit days.
Watch outTwo fields people expect to do more than they do. Credit Days does not set a due date; the Payment Term on the document does. And the credit-limit warning at submit applies to sales documents, not to purchases, so a supplier's Credit Limit will not stop a purchase invoice.

Fields kept only for reference

Type (Credit or Cash), Tax Treatment, the Reverse Charge tick box, Default Price List, Requested By and Payable A/C are stored with the supplier but do not drive how purchase documents or VAT work. Posting always uses the company's own Payable account. Whether a purchase falls under reverse charge depends on the item and on Settings, RCM Categories, not on the supplier's tick box. Trade licence, Emirates ID and bank details (bank name, account number, IBAN, SWIFT, branch) are also reference data.

A supplier record opened from the list with its master fields and the Statement and New Invoice buttons in the toolbar.

Open a supplier to see its details, then Statement or New Invoice.

Open a supplier to see its details, then Statement or New Invoice.

Deactivate, never delete

There is no delete button. Untick Active, or press Deactivate on the supplier's row. An inactive supplier cannot be picked on new documents, but old documents and reports keep showing it. If the supplier still has a balance or open documents, Zeyto warns you first.

Adding a supplierYou start buying packaging from Gulf Packaging LLC. Press + New, type the Name, leave Kind on SUPPLIER, enter their 15-digit TRN from their tax invoice, add phone and email, set Credit Days to 30, and press Create. Opening the saved supplier shows the balance on the right, plus New Invoice (opens a purchase invoice with this supplier already chosen) and Statement.
TipYou can also create a supplier from inside a purchase document by typing a new name and choosing the create row. That makes a record with only a code and a name. Open it here later and complete the TRN and contact details. For many suppliers at once, use Import CSV/XLSX in the toolbar; a code that already exists is updated and a new one is added.

Try it in the demo

  1. Open demo.zeyto.app/demo-app/ and sign in with the public demo user (admin, password demoAdmin123).
  2. Open Purchase, Suppliers and look at the columns: Balance, Limit and Days.
  3. Type two words of a supplier name in the search box in any order and watch the list narrow.
  4. Click a supplier and find the balance panel on the right, then the Statement and New Invoice buttons.
  5. Press + New, type a name and a TRN with 14 digits, and press Create to see Zeyto refuse it (do not save a real record in the demo).
Open the live demo

Public demo company, sign in as admin / demoAdmin123. Data refreshes nightly.

Key takeaways
  • A supplier record feeds every purchase document and payment.
  • A UAE TRN has 15 digits; Zeyto checks it and refuses duplicates.
  • Credit Days and Credit Limit are reference data; the document's Payment Term sets the due date.
  • Suppliers are deactivated, never deleted.

Check yourself

3 questions on this lesson. Not timed, not the exam, and you can try again. Score 60% or more, and read the lesson, to complete it.

1. How many digits does a UAE tax registration number (TRN) have, as Zeyto checks it on a supplier?

2. Zeyto lets you delete a supplier you no longer use.

3. Which of these are true about a supplier's Credit Days and Credit Limit in Zeyto?

Select all that apply.

Previous: Discounts in the sales cycleNext: The buying cycle: order, receive, bill, pay

Practice questions for this module · Printable study sheet