Suppliers & Procurement

Suppliers in Fexl Lite is the running list of every vendor you buy from, paired with one number per row that tells you exactly where you stand: do you owe them, do they owe you, or are you square. Behind that simple list sits the procurement chain — purchase orders, landed-cost extras, receive-to-stock — and a payment ledger that posts to AP (2010) on every move.

Updated 4 May 2026·For v2.2.0·5 min read 🐞 #36 · v1.6.100

What’s on the Suppliers page

Each row is one vendor, with five columns:

• Company — the supplier’s name, prefixed with a cyan circle initial. Click anywhere on the row to open detail.
• Contact — the named individual you deal with, if you set one. Falls back to —.
• Email and Phone — separate columns; emails truncate at 200px to keep the row tidy.
• Balance — a coloured pill that’s the only number you actually need to read on this page:
  • Red Owe <amount> — you owe the supplier. Net of opening balance plus everything posted as type='owed' minus everything paid.
  • Green Credit <amount> — the supplier owes you (you over-paid, or they reversed a charge).
  • Zinc Settled — exactly zero.

Above the table sits a search box (matches name, contact, email, or phone) and an Archived toggle. Archived suppliers are soft-deleted: the records stay in the database for historical PO and payment lookups, they just hide from the live list.

The row’s overflow menu carries View History, Record Payment (permission-gated on suppliers:manage_payments), Edit, and Archive. On mobile the table collapses to cards with the same actions on a per-card menu.

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The balance comes from one formula

balance = openingBalance + Σ payments[type='owed'].amount − Σ payments[type='paid'].amount. Adjust the supplier’s opening balance (or post a corrective owed/paid entry) — never edit the balance directly. The page recomputes after every change.

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Currency formatter on supplier balances

Older quick-PO records used a non-standard cost field where the formal flow expects unitCost. Without normalisation, the balance display would render NaN for any supplier with at least one legacy row. 🐞 #36 · v1.6.100 routes every formatter call through the core formatCurrency helper which guards against NaN/undefined and prints 0.00 cleanly when a row hasn’t been backfilled yet. If you still see NaN anywhere, the bug regressed — please report it with the supplier’s ID.

Supplier detail

Open a row to land on the detail page. Three tabs:

• Overview — opening balance, contact info, the running balance card, and quick Record Payment / Record Owed buttons.
• Payment History — every supplier_payments row in reverse chronological order. Each row shows type (paid/owed), amount, payment method, optional product/variant link (when the payment was tied to a restock), and free-text notes.
• Purchase Orders — every PO raised against this supplier with status, date, total landed cost, and a click-through to the PO detail page.

The Restock from this supplier button on the Overview tab jumps straight to a new PO pre-filled with the supplier picked. Use it when you’re starting from “I just got a delivery from Hassan’s distributor” rather than “I need to order something.”

Procurement at a glance

Three flows touch suppliers, in roughly increasing weight:

QUICK

Ad-hoc restock

Single product, single cost, optional supplier. Posts straight to the FIFO layer; no paperwork.

FORMAL

Purchase orders

Multi-line, multi-cost, draft → ordered → received. The only flow that can split landed costs across lines.

SETTLE

Pay or accrue

Record paid against AP, or stamp a manual owed for a charge that arrived without a PO. Posts JE in both directions.

What posts to the books

Every supplier event writes a journal entry. The codes match the seeded chart of accounts (see Chart of accounts).

• Owed posted (manual or via PO receive) — DR 1200 Inventory, CR 2010 AP.
• Payment to supplier — DR 2010 AP, CR cash sub-account (1010-xxx) that the active shift is tied to.
• PO received with no supplier (rare; cash purchase from petty) — DR 1200 Inventory, CR 3010 Owner’s Equity.
• PO voided — reverses the original ingress with a CR to 1200 and a DR to whichever account took the credit on receive (2010 or 3010), and zeros the FIFO qty_remaining for the layer so future sales skip it.

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Voiding a PO needs the stock to still be there

Once a PO is received, you can void it — but only if every unit it brought in is still on hand. If any of those units have already sold (FIFO drained the layer), the void is rejected with a “some have been sold” error. Issue a credit note or a manual reversing entry instead.

Deep dives

LIST

The supplier list

Columns, filters, archive lifecycle, the balance pill, and the inline create-on-the-fly path.

PAYMENTS

Record a payment or owed

Two-step confirm, payment method picker, the JE that posts on each, when to use which type.

PO

Raise a purchase order

Draft → confirmed → received → optional voided. Items, extra costs, last-cost defaults, validation gates.

RECEIVE

Receive a PO

Stock lands in inventory, FIFO layers open, supplier balance ticks up. Mark paid in the same dialog or pay later.

LANDED

Landed cost & extras

Freight, customs, handling. How extras are split across lines by quantity weight to arrive at per-unit landed cost.

DOCS

Attachments

Drop the supplier invoice or shipping doc onto a PO so it travels with the record. Visible on the PO detail page.

Related

• Receive a PO — what changes in inventory, AP, and journal entries when you confirm
• FIFO costing — how the layer that a PO opens drains on later sales
• Inventory Valuation report — open layers × cost across every supplier
• AR/AP Aging — the AP side of the supplier balance over time
• Chart of accounts — full ledger codes