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Adding and Archiving Suppliers

Add new supplier records, or archive inactive ones to keep the active list clean.

Overview

When a new supplier is added in Factory, a corresponding supplier record can also be created automatically in the connected accounting package (MYOB, QBO, or Xero). This links both systems and avoids double entry.

👥 Access permissions

  • Only users with access to Suppliers can add or archive supplier records. Review user roles before granting access.

📍 Location in the app

  • Purchasing > Suppliers

  • Global Search > search for a specific supplier

💡 Tip

  • If an accounting integration is connected, existing customers can be imported directly into Factory (Settings > Integrations > Import Suppliers) reducing manual data entry.

Adding supplier fields

The following fields are available when adding a supplier:

  • Supplier name: Required. The name the supplier is recorded under.

  • Address: Street address, suburb / city, postcode / zip code, country, and state.

  • Phone: hone number or mobile number.

  • Email: A valid email address with a username, @, and domain.

  • ABN: The supplier's Australian Business Number (if applicable).

  • Accounting & Integration: Tick Create supplier in accounting package to create a matching record in the connected accounting package.

📝 Note

  • If Create supplier in accounting package is not ticked and the supplier does not yet exist in the accounting package, an error appears when sending a purchase order or bill.

Add a supplier

  1. Select Add new supplier.

  2. Enter the supplier details.

  3. If an accounting integration is connected, tick Create supplier in accounting package to create the supplier there as well.

  4. Click Save to confirm, or Cancel to discard changes.

Archive suppliers

Suppliers can be archived individually or in bulk from the Suppliers main page.

From the Suppliers main page (single supplier)

  1. Click the ⋮ (more options) menu next to the supplier's name.

  2. Select Archive.

From the Suppliers main page (multiple suppliers)

  1. Tick the checkboxes next to the suppliers to archive.

  2. Click the Archive icon.

  3. The selected suppliers move to Archived.

📝 Note

  • Suppliers cannot be deleted. They can only be archived to remove them from the active view.

Related Articles
Adding and Archiving Customers
Individual Customer Settings
Main Page (Suppliers)
Archiving or Cancelling a Quote
Changing the Supplier on Purchase Order or Bill
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