Supplier Management

GSK POS Documentation | Core Modules
Last Updated: November 23, 2025 | Applies to: GSK POS Cloud System (gskpos.com) | Status: ✅ Code Verified

Overview

The Supplier Management module helps you register suppliers, track credit purchases, manage payments, and monitor outstanding balances. Keep organized supplier records to ensure smooth procurement and maintain good relationships with your vendors.

Key Features:
  • Register new suppliers with contact details
  • Track credit purchases (buy now, pay later)
  • Record payments to suppliers
  • View account balances
  • Generate supplier statements
  • Monitor payment history
  • Track opening balances
Time to Complete: 1-2 minutes to register a supplier

Accessing Supplier Management

From Dashboard

  1. Click Supplier Management in main navigation
  2. Supplier Management interface opens
  3. Left panel: Add new suppliers
  4. Right panel: View all existing suppliers

Understanding the Interface

Main Components

Supplier Registration Form

  • Supplier Name (required)
  • Contact Number (required)
  • Location (required)
  • Balance B/F (optional)
  • Save Supplier button
  • Print List button

Supplier List

  • All registered suppliers
  • Current balances
  • Quick action buttons
  • View statement link
  • Edit supplier link

Step 1: Adding a New Supplier

Basic Information

1. Supplier Name

  • Type full company or person name
  • Examples: "ABC Wholesalers", "John's Supplies"
  • Be clear and specific
  • Required field

2. Supplier Contact

  • Enter phone number
  • Used for communication
  • Should be active number
  • Required field

3. Supplier Location

  • Enter physical address or area
  • Examples: "Industrial Area", "Kampala Road"
  • Helps with follow-ups
  • Required field

4. Balance B/F (Brought Forward)

  • Enter opening balance if any
  • Positive number: You owe supplier (e.g., 50000)
  • Negative number: Supplier owes you (e.g., -50000)
  • Leave blank if starting fresh (0 balance)
  • Optional field

Understanding Balance B/F

Balance Brought Forward = Previous Balance

Examples:

  • Enter 100,000: Means you already owe supplier 100,000
  • Enter -50,000: Means supplier owes you 50,000
  • Leave empty: Starting with zero balance

Completing Registration

  1. Click Save Supplier button
  2. System validates information
  3. Supplier added to database
  4. Opening balance recorded (if entered)
  5. Success message appears
  6. Form clears for next supplier

Step 2: Viewing Your Suppliers

Supplier List

What You See:

  • Supplier names
  • Contact numbers
  • Current account balances
  • Registration dates
  • Action buttons

Balance Display:

  • Positive balance: You owe supplier money (red - liability)
  • Zero balance: All settled (neutral)
  • Negative balance: Supplier owes you (green - asset)

Step 3: Managing Credit Purchases

What are Credit Purchases?

Credit Purchase = Buy Now, Pay Later

When you buy on credit:

  1. Supplier gives you goods
  2. System creates a purchase invoice
  3. Your balance to supplier increases
  4. You pay later in full or installments

Recording a Credit Purchase

During Purchase Process:

  1. Go to Purchases & Stock In
  2. Select supplier from dropdown
  3. Choose "Credit" as payment type
  4. Enter partial payment (or zero)
  5. System generates purchase invoice
  6. Supplier account credited

What Happens:

  • Purchase invoice number created
  • Supplier balance updated
  • Stock quantities increased
  • Transaction recorded
  • You can pay later
Credit Purchase Flow:
  • Purchase Total: 500,000
  • You Pay Now: 100,000 (or 0)
  • Balance Owed: 400,000
  • System Records:
  • Purchase Invoice for 500,000
  • Your payment of 100,000
  • Outstanding 400,000 to supplier

Step 4: Making Payments to Suppliers

When You Pay Supplier

  1. Click on supplier name or "View Statement"
  2. Supplier details load
  3. Payment form appears

Payment Form Shows

Form Fields

  • Current account balance (what you owe)
  • Deposit amount field
  • New balance (calculated)
  • Remarks field
  • Submit button

Process Steps

  1. Check current balance
  2. Enter payment amount
  3. Enter remarks (optional)
  4. Click Submit
  5. Transaction saved
Payment Example:
  • Current Balance: 400,000 (you owe)
  • You Pay: 250,000
  • New Balance: 150,000 (still owe)

Step 5: Viewing Supplier Statements

What is a Statement?

A statement shows all transactions with a supplier:

Opening a Statement

  1. Find supplier in list
  2. Click supplier name or "View Statement"
  3. Statement page opens
  4. Shows complete transaction history

Reading the Statement

Statement Columns:

  • Date: When transaction happened
  • Ref: Receipt or invoice number
  • Description: Invoice or Receipt
  • Credit: Purchases made (increases debt)
  • Debit: Payments made (decreases debt)
  • Balance: Balance after each transaction
Understanding Balance Movement:

Invoice Entry (You Buy on Credit):

  • Credit: 200,000
  • Balance Goes: +200,000 (you owe more)

Receipt Entry (You Pay):

  • Debit: 200,000
  • Balance Goes: 0 (debt cleared)

Step 6: Editing Supplier Information

Why Edit?

Editing Process

  1. Find supplier in list
  2. Click Edit button
  3. Edit form loads with current details
  4. Update the required fields (name, phone, location)
  5. Click Save Changes
  6. Updates applied immediately
  7. Success message appears

Understanding Supplier Balances

How Balances Work

Positive/Red Balance

You Owe Supplier

  • Bought on credit
  • Not fully paid yet
  • You should pay
  • Example: +300,000

Zero Balance

All Clear

  • Nothing owed
  • Clean account
  • Good standing
  • Example: 0

Negative/Green Balance

Supplier Owes You

  • You overpaid
  • Advance payment
  • Use for future
  • Example: -100,000

Common Scenarios

Scenario 1: New Supplier with First Credit Purchase

  1. Register supplier (ABC Supplies)
  2. Make purchase for 500,000
  3. Select ABC Supplies as supplier
  4. Choose "Credit" payment
  5. Pay 0 now
  6. Purchase invoice created
  7. Result: You owe 500,000

Scenario 2: Partial Payment

  1. You owe supplier 500,000
  2. Make payment of 200,000 today
  3. Result: Balance now 300,000
  4. Will pay rest later

Scenario 3: Multiple Credit Purchases

  1. Buy on Jan 1: 300,000
  2. Buy again on Jan 5: 200,000
  3. Total owed: 500,000
  4. Pay 500,000 on Jan 10
  5. Result: Balance back to zero

Scenario 4: Advance Payment

  1. Pay supplier 200,000 advance
  2. Balance becomes -200,000 (credit)
  3. Buy goods worth 150,000
  4. System deducts from advance
  5. Result: Balance now -50,000 (credit remaining)

Scenario 5: Opening Balance

  1. Register supplier with Balance B/F: 100,000
  2. Means you already owe 100,000
  3. Buy more for 50,000
  4. Total owed: 150,000
  5. Pay 150,000
  6. Result: Balance: 0

Best Practices

Supplier Registration:
  • Collect Complete Information: Get all contact details
  • Verify Phone Numbers: Ensure they're reachable
  • Update Regularly: Keep information current
  • Use Official Names: Use company registered names
  • Enter Opening Balances: Don't forget existing debts
Credit Purchase Management:
  • Track Payment Terms: Note agreed payment periods
  • Check Balances First: Know what you owe before ordering more
  • Make Timely Payments: Build good supplier relationships
  • Keep Invoices: File all purchase invoices
  • Verify Deliveries: Confirm goods before recording purchase
Payment Management:
  • Regular Payments: Pay suppliers on time
  • Be Consistent: Maintain payment schedule
  • Communicate Issues: Inform suppliers of payment delays
  • Record Immediately: Enter payments as soon as made
  • Keep Receipts: Always get payment receipts

Common Issues & Solutions

Problem: Supplier Not in Dropdown

Cause: Supplier not registered yet

Solution:

  1. Go to Supplier Management
  2. Add supplier first
  3. Then make purchase
  4. Supplier will appear in dropdown
Problem: Wrong Balance Showing

Cause: Missing transaction or entry error

Solution:

  1. View supplier statement
  2. Check all transactions
  3. Verify each entry
  4. Contact support if discrepancy continues
Problem: Can't Delete Supplier

Cause: Supplier has transaction history

Solution:

  • Suppliers with purchase history cannot be deleted
  • This protects your records
  • If needed, edit supplier to mark as "inactive"
  • Or add note to supplier name

Understanding the Difference: Customers vs Suppliers

Customer Balances

  • Positive: Customer owes YOU
  • Negative: YOU owe customer
  • You sell TO them
  • You receive payments FROM them

Supplier Balances

  • Positive: YOU owe supplier
  • Negative: Supplier owes YOU
  • You buy FROM them
  • You make payments TO them
Key Point: Balance signs are opposite between customers and suppliers!

You're Ready to Manage Suppliers!

You now know how to:

  • Register new suppliers
  • Track credit purchases
  • Make payments to suppliers
  • View supplier statements
  • Manage supplier balances
  • Edit supplier information
  • Understand balance movements
  • Handle opening balances

Core Modules Complete!

You've completed all 5 core modules. Next, explore Reports & Analytics to gain insights from your data.

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