Overview
Common questions about working with supplier records in Factory. For full feature documentation, see the Suppliers articles in the help centre.
Access and roles
Q: Who can access the Suppliers page?
The following roles can access the Suppliers page:
Administrator
Power User
Standard User
Standard User No Invoicing
Supplier records
Q: Where can I update a supplier's name, address, and ABN?
Go to Purchasing > Suppliers and search for the supplier, then:
Open the supplier and select the
Supplier detailstab.Edit the company name, address, or ABN as needed.
Click any white space outside the form to save the changes automatically.
Q: I get the error "A supplier with this name already exists" when adding a supplier. What's happening?
A supplier with the same name already exists in Factory. To find them:
Refresh the page.
Search for the supplier name.
Tick
Show archived suppliers, in case the existing supplier has been archived.
Q: Can a supplier be deleted?
Deletion is not supported. Suppliers can only be archived to remove them from the active view.
Accounting integration
Q: I get the error "There is no (accounting system) supplier linked to Supplier name" when submitting a purchase order or bill. What should I do?
Open the supplier's Settings tab and link it to the corresponding supplier in the accounting package. See Supplier Settings for the full procedure. If the supplier doesn't appear in the dropdown:
Go to
Settings>Integrations.Click
Update accounting datato refresh the list.
Q: We've created an internal supplier and don't want their purchase orders or bills sent to our accounting package. How can we stop this?
To prevent purchase orders and bills from syncing for a specific supplier:
Go to
Purchasing>Suppliersand select the supplier.Open the
Settingstab.Tick Do not send orders to accounting package.
Q: A new supplier was added in Factory, but it isn't showing in the accounting package. Why?
When adding the supplier, the Create supplier in accounting package toggle controls whether the supplier is automatically created on the accounting side. If the toggle wasn't ticked at the time of creation, the supplier needs to be either:
Added manually in the accounting package, then linked via
Supplier Settings.Linked to an existing record in the accounting package via
Supplier Settings.
Contacts and uploads
Q: I get an error saying "Maximum upload file size is 20 MB" when uploading a file in Collaborate.
The maximum file size for uploads in Collaborate is 20 MB. When uploading multiple files:
Upload them one at a time.
Make sure the total combined size does not exceed 20 MB.
Purchase history
Q: Where can I see all purchase orders and bills placed with a supplier?
Open the supplier's Purchase history tab. The tab lists every purchase order and bill placed with that supplier, with search, filters, sorting, and bulk archive controls. See Purchase History for the full reference.