Adding and editing suppliers

In this article

• Adding suppliers in Chalkstring

• Editing a supplier
• Archiving a supplier
• Deleting a supplier
• Adding additional offices and contacts for a supplier

Adding suppliers in Chalkstring

Anyone that you order material or fixed cost items from, needs to be set up in the 'Suppliers' section of the 'Contacts' menu. The supplier needs to be created before orders and quotes can be allocated to them. It is advisable to set up all current suppliers as part of your implementation process.

To set up a supplier you will need to have the necessary permissions. If you don't see the options in the steps below but believe you should have these permissions, please speak to your system administrator or contact our support team.

Steps to add a new supplier

1. From the black menu click the 'Contacts' icon.
2. Click on the 'Supplier' button in the menu bar at the top of the screen.
3. Click the '+ New supplier' button in the top right of the screen.
4. This will open a form with the following fields:

1. 1. Supplier name - Enter the full name of the supplier.
   2. Supplier type - Enter the type of supplier. e.g. building materials.
   3. Account reference - Enter the reference number for the supplier which corresponds with your 3rd party accounts software.
   4. Email addresses - Enter the email address for your suppliers head office.
      1. If the supplier has multiple addresses, enter the address and click 'Add email address' for each email address.
   5. Telephone numbers - Enter the phone number for your supplier's head office.
      1. If the supplier has multiple numbers, enter the number and click 'Add telephone number' for each telephone number.
   6. Addresses - Enter the full address of your supplier's head office.
      1. If the supplier has multiple addresses, enter the address and click 'Add address' for each of the addresses.

 5.    Click 'Save supplier'.

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Editing suppliers

If a supplier record needs to be updated you can use the edit option.

Steps to edit a supplier

1. From the black menu click the 'Contacts' icon.
2. Click on the 'Supplier' button in the menu bar at the top of the screen.
3.  Use the filters to search for the supplier that needs to be updated. Once you have found it, click on it to open it.
4. Click the 'Edit' icon in the top right of the screen. If you aren't sure which icon, hover over them to see a tooltip.
5. Make the changes you wish to make then click 'Save supplier'.

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Archiving suppliers

If you have records for suppliers that you no longer use but have been used in the past, you can them. 

Steps to archive a supplier

1. From the black menu click the 'Contacts' icon.
2. Click on the 'Supplier' button in the menu bar at the top of the screen.
3.  Use the filters to search for the supplier that needs to be archived. Once you have found it, click on it to open it.
4. Click the 'Archive' icon in the top right of the screen and then click the 'Confirm archive' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
5. This will leave the supplier record in the system so that you can see any records they were linked to but they will no longer appear in the main supplier list.

Steps to unarchive a supplier 

If for some reason you need to reinstate an archived supplier you can do so with the following steps:

1. From the black menu click the 'Contacts' icon.
2. Click on the 'supplier' button in the menu bar at the top of the screen.
3. At the bottom of the screen tick the box for 'Include archived'.
4.  Use the filters to search for  the supplier that needs to be unarchived. Once you have found it, click on it to open it.
5. Click the 'Unarchive' icon in the top right of the screen and then click the 'Confirm unarchive' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
6. This will reinstate the supplier record in the system. 

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Deleting suppliers 

If you have supplier records that were created in error then you can delete them using the following steps:

Steps to delete a supplier 

1. From the black menu click the 'Contacts' icon.
2. Click on the 'Supplier' button in the menu bar at the top of the screen.
3.  Use the filters to search for the supplier that needs to be deleted. Once you have found it, click on it to open it.
4. Click the 'Delete' icon in the top right of the screen and then if you are sure you want to delete the record permanently, click the 'Confirm' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
5. This will permanently remove the supplier record from the system.

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Adding additional offices and contacts for a supplier

If you supplier has multiple offices or additional contacts, these can be added to the main supplier record. 

1. From the black menu click the 'Contacts' icon.
2. Click on the 'Supplier' button in the menu bar at the top of the screen.
3.  Use the filters to search for the supplier that needs to be updated. Once you have found it, click on it to open it.
4. On the right hand side of the screen are the 'Add office' and 'Add Contact' sections. Complete the forms.

Add office

1. 1. Name - Enter the name for this office.
   2. Email addresses - Enter the email address for this office of the supplier.
   3. Telephone numbers - Enter the phone number for this office of the supplier.
   4. Addresses - Enter the full address for this office of the supplier.

  5.   Click 'Save office'.

Add contact

1. 1. First name - Enter the first name for this contact.
   2. Last name - Enter the last name for this contact.
   3. Job title - Enter the job title for this contact.
   4. Office - Select the office this is the contact for from the drop down. (The office must have been added before the contact)
   5. Email addresses - Enter the email address for this contact
   6. Telephone numbers - Enter the telephone number for this contact.

  6.   Click 'Save contact'.

Once saved, both offices and contacts are displayed in the 'other offices' section at the top right of the page.

Additional offices or contacts can be edited or deleted using the edit or delete icons next to each record.

Multiple offices and contacts can be added to a supplier record by repeating the above process.

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