Managing suppliers

Overview

A supplier is a vendor you buy stock from. The supplier record is where you keep everything about that vendor in one place: their contact details, their payment terms, and the running payable balance — the money you owe them.

Suppliers are the foundation of purchasing. Every purchase order is raised against a supplier, and every receipt and payment updates that supplier's balance, so you always know who you owe and how much.

• One contact card — name, person, phone, email, website and address in one place.
• Payment terms — record how you pay them (e.g. Net 30) and their credit limit.
• Payable tracking — the supplier's ledger shows what you owe as POs are received and payments are made.

Purpose

Create a supplier once for each real vendor you buy from. You then select that supplier on every purchase order, and Goji keeps their purchase history and payable balance automatically.

Step-by-step guide

1. Name the supplier. Enter the business name (required). A short Code is generated automatically if you leave it blank.
2. Add contact details. Contact person, phone, email and website — so anyone on your team can reach them.
3. Set the address. Optional, but useful for delivery paperwork and records.
4. Set financial terms. Choose the currency you trade in, the payment terms (e.g. Net 30), and a credit limit if you want one.
5. Enter an opening balance. If you already owe this supplier money when you start using Goji, put that amount in Opening balance. It seeds their payable ledger so your books are correct from day one. Leave it 0 for a brand-new supplier. (Only shown when creating.)
6. Save. The supplier is now available to pick on purchase orders. As you receive POs and record payments, their payable balance updates on its own.

To stop using a supplier without losing history, set their Status to Inactive instead of deleting them.

Common mistakes

• Creating the same supplier twice — check the list first; keep one record per real vendor so history stays together.
• Forgetting the opening balance — if you already owe them, enter it, or your payables will be understated.
• Setting the wrong currency — it should match the currency you actually pay that supplier in.
• Trying to delete a supplier that still has open purchase orders — that is blocked to protect your records; mark them Inactive instead.
• Leaving payment terms blank — filling them in makes due-date tracking and cash planning far easier.

Best practices

• Keep one supplier record per real vendor — don't split the same company across duplicates.
• Record accurate payment terms and credit limits so you can plan cash flow.
• Use Inactive rather than delete to retire a supplier you no longer use.
• Reconcile the payable balance against the supplier's statement periodically.

FAQ

What is opening balance? The amount you already owe this supplier at the moment you add them to Goji. It sets the starting point of their payable ledger.

What do payment terms mean? How long you have to pay — e.g. "Net 30" means the invoice is due 30 days after it is issued.

Can I delete a supplier? Only if they have no open purchase orders. Otherwise set them to Inactive to keep the history intact.

How is the payable balance calculated? It starts from the opening balance, increases as you receive purchase orders, and decreases as you record payments — all tracked in the supplier ledger.