Supplier master data is the foundation for purchasing and procurement. Every ordering process, every incoming invoice, and every payment depends on the supplier being correctly set up. Without bank details, no payments can be made; without payment terms, no correct invoice verification is possible.
Suppliers are created in the address module. Each supplier is a separate record here, which is then used for purchase orders, incoming invoices, and payments.
Steps:
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Create a new address:
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Navigate to Sales > Addresses and click on + New.
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Enter basic data:
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Enter the master data (name, phone, email, VAT ID if applicable, tax number).
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Add an alternative delivery address for incoming deliveries if needed.
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Project assignment: Enter the relevant project — to assign a supplier number from the number range and to assign the supplier to a channel. The default project and central number range are often sufficient for suppliers.
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Save the address:
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Click on Save to create the record.
Note
Only after the first Save can you assign a role (e.g. supplier) to an address. This automatically assigns it a supplier number from the predefined number range.
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Mark the address as a supplier:
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Select the Is supplier checkbox in the Roles section and save.
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A supplier number is assigned automatically (globally or project-specific).
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Required fields are name/company, street, postal code/city, and country. In addition, you can enter contact persons for purchasing or assign an internal supplier number. Particularly important: the "customer number at supplier". Many suppliers assign orders exclusively via this number. If you do not enter it, delays can easily occur.
Optional but important fields:
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Contact persons, department, address supplement (e.g. "Gate 3, Goods receiving")
Caution
For suppliers, always use the company address as master data — not the personal details of individual contact persons. Contact persons are maintained separately in addition.
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Delivery terms (must be created in the delivery terms module beforehand)
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Alternative billing address → e.g. when orders go to the warehouse but invoices go to accounting
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GLN (only required for EDI connections)
For suppliers too, an email address is required if you send purchase orders by email. It is best to enter a functional address (e.g. purchasing@supplier.com). This ensures that orders arrive even when an employee is on vacation.
Terms usually come from the supplier group: "invoice, 30 days net, 2% early payment discount within 10 days". Enter the agreed terms here.
The following tax rules apply:
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Domestic supplier → standard VAT
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EU supplier with VAT ID → reverse charge (no VAT on the invoice, but domestic taxation applies)
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Third country → import, customs information required
Tip
Align the terms with Finance. If Purchasing enters 14 days and Finance enters 30 days, unnecessary early payment discount losses occur.
Without bank data, no payments can be made. This section is therefore mandatory for suppliers. Always enter IBAN, BIC, bank name, and account holder immediately. Optionally, you can also store PayPal or foreign currencies.
Suppliers often differ considerably in how they handle shipping. Enter the standard delivery time, standard delivery method (freight forwarder, parcel service), and shipping cost rules accurately. If the supplier operates a consignment warehouse, you can flag this here.
Example: A supplier delivers standard goods within 2 days by parcel service, but machinery only by freight forwarder within 5 days. If you maintain both, orders can be planned realistically.
Use notice texts for orders, internal notes, or custom fields as needed. The same rule applies here: everything you enter correctly once saves rework later.
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Bank details missing → payment blocked.
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Customer number at supplier not entered → order cannot be assigned.
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Incorrect VAT ID → causes problems with reverse charge posting.
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Contact person missing → queries delay orders.
Tip
Practical note: While bank details are optional for customers, they are required for suppliers. Conversely, the VAT ID is critical for customers, while for suppliers it is the customer number that matters most.