Suppliers and contacts work together to manage vendor relationships. Suppliers are the vendors you buy from; contacts are the external people at those organizations.

Suppliers #

Suppliers are referenced throughout the app when you create OPEX, CAPEX, or contracts.

Getting started #

• Create a supplier with a unique name.
• Optionally add an ERP Supplier ID if you sync with external procurement systems.
• Link contacts later from the Contacts tab.

Tip: Keep supplier names consistent with your external systems to avoid duplicates.

Status and Disabled date #

Use the Disabled date to control when a supplier stops being active.

• After the Disabled date:
  • No longer appears in selection lists for new spend or contracts.
  • Excluded from reports for strictly later years.
  • Historical data remains intact.
  • Prefer disabling over deleting to keep history consistent.

Managing contacts (Contacts tab) #

Link external contacts to suppliers by role:

• Commercial — pricing, invoicing, contracts
• Technical — product support
• Support — incident management
• Other — any other relationships

Each role can have multiple contacts. Click "Add" next to a role, select a contact from the directory, and attach. The link applies immediately—no extra Save needed.

Clicking a contact row opens their workspace. When you update phone or mobile numbers in a contact, supplier views refresh automatically.

CSV import/export #

Keep supplier lists synchronized using CSV (semicolon ; separated).

• Export: Template or current data.
• Import: Preflight validates, then Load applies inserts/updates.
• Matching is by supplier name (case-insensitive).
• Contact columns (commercial_contact, technical_contact, support_contact) accept a single email per column:
  • Import: Links by email (creates contact if missing).
  • Export: Shows first linked contact email per role.

Notes:

• Use UTF-8 encoding and semicolons.
• Contacts are shared across suppliers—updates are reflected everywhere immediately.

Contacts #

Contacts are external people tracked in a centralized directory. You link them to suppliers from the supplier workspace, not from the Contacts page.

Getting started #

• Email is required and unique—it's how contacts are identified.
• Phone and mobile use international format: +<countrycode><number>.
• Country code dropdowns help you prefix numbers automatically.

Active toggle #

Contacts use a simple Active/Inactive toggle:

• Active: Appears in supplier selection lists.
• Inactive: Hidden from selection but remains linked to existing suppliers.

Linking to suppliers #

Links are managed from the Suppliers workspace → Contacts tab, not from the Contacts page. This keeps contact management centralized while showing all people associated with each vendor.

CSV import/export #

Admin-only feature. Keep contact lists synchronized using CSV (semicolon ; separated).

• Export: Template or current data.
• Import: Preflight validates, then Load applies inserts/updates.
• Matching is by email (case-insensitive).
• The active column accepts true|false|1|0|yes|no.

Notes:

• Supplier links are not included—manage those from the Suppliers workspace.
• Updates to phone/mobile reflect immediately across all linked suppliers.

Tips #

• Use consistent email addresses to avoid duplicates when importing.
• Keep contacts active even if roles change—adjust the role link from the supplier side.
• Use Notes for context like "escalation contact only" or communication preferences.