Supplier Profiles
Maintain supplier contact, business and operational information in structured records.
BUSINESS SOFTWARE & MANAGEMENT SYSTEMS
09 / 10
Supplier Management. From Purchase To Payment.
Centralize supplier profiles, purchasing, bills, payments, outstanding payables, supplier ledgers, documents and reporting in one connected vendor management system.
01
CENTRALIZE
Supplier Information
02
CONTROL
Purchase Activity
03
TRACK
Bills & Payments
04
UNDERSTAND
Supplier Payables
01
OVERVIEW
Keep every supplier relationship connected to purchasing.
Supplier management becomes difficult when vendor information, purchases, bills, payments and outstanding balances are maintained in separate files and systems.
Incodiv Tech develops supplier and vendor management systems that create a structured connection between supplier information and the operational and financial activity associated with each vendor.
Teams can maintain supplier profiles, purchasing history, bills, payment records, outstanding payables, documents and ledger information within one connected platform.
The solution can operate independently or connect with procurement, inventory, finance, ERP, branch operations and management reporting.
02
SUPPLIER CAPABILITIES
Manage supplier operations from one structured system.
Supplier Categories
Organize suppliers by category, type, service, product group or business criteria.
Purchase Management
Connect relevant purchasing activity directly with supplier records.
Supplier Bills
Maintain supplier billing records and their relationship with purchases.
Supplier Payments
Record payment activity against supplier balances and relevant transactions.
Outstanding Payables
Review amounts payable to suppliers based on the implemented finance model.
Supplier Ledger
Maintain chronological supplier debit, credit and balance activity.
Supplier Documents
Organize relevant vendor files, agreements and supporting documents.
Purchase History
Review historical purchasing activity associated with individual suppliers.
Supplier Performance
Structure operational indicators around supplier activity where relevant data exists.
Roles & Access
Control supplier and financial information according to configured user permissions.
Supplier Reporting
Build operational views from structured purchasing and supplier data.
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BUSINESS CHALLENGES
Supplier operations become harder when purchasing and finance are disconnected.
Spreadsheet Vendors
Supplier information is maintained across separate sheets and files.
Duplicate Supplier Records
The same supplier may exist multiple times with inconsistent information.
Unclear Purchase History
Teams cannot quickly see previous purchasing activity by supplier.
Disconnected Bills
Supplier invoices are difficult to connect with operational purchases.
Payable Visibility
Outstanding supplier amounts require manual reconciliation across records.
Manual Reporting
Management spends time combining supplier and purchasing information manually.
04
SUPPLIER 360
One supplier. One connected operational view.
05
SUPPLIER DATABASE
Build a structured supplier directory.
Maintain supplier information in consistent records instead of relying on spreadsheets, email contacts and individual employee files.
Supplier fields can be configured around your procurement, finance and operational requirements.
Supplier Code
Supplier Name
Contact Person
Mobile
Email
Category
Address
Status
SUPPLIER PROFILE
Vendor Information
Active
SUP-00124
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SUPPLIER CLASSIFICATION
Organize vendors around how your business buys.
Product Suppliers
Vendors supplying stock, materials or business products.
Service Vendors
Vendors providing operational, professional or business services.
Logistics Vendors
Transport, delivery or other logistics-related service providers.
Business Categories
Create classifications around your organization's vendor structure.
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PURCHASE TO PAYMENT
Connect purchasing with supplier finance.
Purchase
Record the relevant supplier purchase.
Receive
Record received goods or services where required.
Supplier Bill
Record the supplier's financial obligation.
Payment
Record payment against the supplier balance.
SUPPLIER ACTIVITY
Purchase History
Supplier
REFERENCE
TYPE
STATUS
VALUE
PO-001
Purchase
Received
Recorded
PO-002
Purchase
Open
Recorded
PO-003
Purchase
Completed
Recorded
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PURCHASE HISTORY
See what your business purchased from each supplier.
Connect supplier records with purchase orders, direct purchases, goods receipts or service transactions according to your procurement workflow.
Historical purchasing information can help teams understand supplier activity without manually searching across multiple records.
Purchase Orders
Direct Purchases
Purchase Date
Purchase Value
Receipt Status
Purchase Status
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BILLS & PAYABLES
Understand what you owe suppliers.
Supplier bills can be connected with purchasing and finance records to provide a clearer view of amounts billed, paid and still payable.
Payable calculations and financial treatment should follow the implemented accounting model and business rules.
Total Purchases
Supplier Bills
Paid Amount
Outstanding
Due Dates
Payment History
SUPPLIER FINANCE
Payable Overview
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SUPPLIER LEDGER
Keep supplier financial activity in chronological order.
SUPPLIER LEDGER
Account Activity
SUPPLIER
Supplier Company
SUPPLIER ID
SUP-00124
ACTIVITY
DEBIT
CREDIT
Supplier Bill
—
Recorded
Supplier Payment
Recorded
—
Adjustment
As Applicable
As Applicable
CURRENT POSITION
Supplier Payable Balance
A clearer supplier account history.
A supplier ledger can organize relevant bills, payments, adjustments and balances into a chronological account view.
Ledger behavior should follow the financial model implemented for the organization and should not be treated as a substitute for statutory accounting requirements unless those requirements are specifically designed into the solution.
Supplier bills
Payments
Adjustments
Transaction references
Running balance
Account statement
11
PAYMENT MANAGEMENT
Connect supplier payments with the obligations they settle.
Select Supplier Bill
Identify the supplier obligation associated with the payment.
Record Payment
Record the amount, date and relevant payment information.
Allocate Payment
Connect the payment with relevant supplier transactions.
Update Payable
Reflect the payment in the supplier's outstanding position.
PAYABLES
Supplier Due Payments
Overview
Bill reference available
Bill reference available
Bill reference available
12
DUE PAYMENT VISIBILITY
Know which supplier obligations need attention.
Where due dates and payable information are maintained, the system can provide operational views of supplier bills that are upcoming or require review.
This gives finance and purchasing teams a more structured way to review supplier payment obligations.
Due Date
Bill Reference
Supplier
Bill Amount
Paid Amount
Balance
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SUPPLIER DOCUMENTS
Keep vendor documentation connected to supplier records.
Agreements
Maintain relevant supplier agreements or document references.
Supplier Bills
Connect supplier invoice documents with relevant financial records.
Purchase Documents
Maintain relevant purchase-related documentation and references.
Payment Records
Connect supporting payment information with supplier activity.
14
SUPPLIER PERFORMANCE
Use operational data to understand supplier activity.
01
ACTIVITY
Purchase Volume
Review purchasing volume associated with individual suppliers.
02
RECEIVING
Delivery Information
Use available receipt and delivery data to review supplier activity.
03
FINANCE
Payment Position
Review paid and outstanding amounts associated with suppliers.
04
HISTORY
Supplier History
Use historical transactions to support supplier review and comparison.
Supplier performance indicators depend on the quality and type of operational data captured by the implemented purchasing and receiving process.
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MULTI-BRANCH OPERATIONS
Manage supplier activity across multiple business locations.
CENTRAL
Supplier Management
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SUPPLIER REPORTING
Turn supplier transactions into management information.
Structured supplier, purchasing and payment data can support operational reporting and management analysis.
Active suppliers
Purchases by supplier
Supplier bills
Supplier payments
Outstanding payables
Supplier activity
SUPPLIER OVERVIEW
Procurement Dashboard
PURCHASE ACTIVITY
Purchasing Trend
Overview
JAN
FEB
MAR
APR
MAY
JUN
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CONNECTED BUSINESS
Supplier management works better when operations stay connected.
SUPPLIER MANAGEMENT
Vendor Data Hub
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TECHNOLOGY
Technology selected around your operational requirements.
React
TypeScript
ASP.NET
PHP
SQL Server
MySQL
REST APIs
Power BI
Power Platform
Cloud Hosting
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OUR PROCESS
Build around your supplier workflow.
DISCOVER
Understand Procurement
Review suppliers, purchasing, bills, payments and current processes.
MAP
Map Supplier Data
Define supplier records, purchasing relationships and finance requirements.
DESIGN
Design the Workflow
Structure purchase-to-payment processes and user responsibilities.
BUILD
Develop the Platform
Build supplier, purchase, payable and reporting modules.
CONNECT
Integrate Operations
Connect inventory, finance, ERP or external systems where required.
IMPROVE
Extend the System
Add automation, analytics and additional capabilities as needed.
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WHY INCODIV TECH
Supplier software designed around your business operations.
Process-First Design
Build around how your organization purchases and manages suppliers.
Connected Purchasing
Connect supplier records with purchase and receiving activity.
Payable Visibility
Connect supplier bills and payments where financial integration is required.
Multi-Branch Support
Structure supplier activity around multiple business locations.
Integration Ready
Connect procurement with inventory, finance, ERP and reporting platforms.
Reporting Focus
Use structured supplier data for operational and management reporting.
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RELATED SERVICES
Connect supplier management with your wider business system.
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FREQUENTLY ASKED QUESTIONS
Supplier management questions.
What is a Supplier Management System?
A Supplier Management System centralizes supplier information and can connect vendors with purchasing, bills, payments, payables, documents and reporting.
Can the system maintain supplier purchase history?
Yes. Purchase orders, direct purchases and other relevant procurement transactions can be connected with supplier records according to the implemented workflow.
Can supplier bills and payments be tracked?
Yes. Supplier bills and payment activity can be maintained and connected to supplier accounts when finance functionality is included in the solution.
Can it show outstanding supplier payables?
Yes. Where bills, payments and relevant adjustments are captured, the system can calculate and display supplier payable positions based on configured business rules.
Can we generate a supplier ledger?
Yes. Supplier bills, payments and relevant adjustments can be presented in a chronological ledger or statement based on the implemented finance model.
Can it connect with inventory management?
Yes. Purchasing and goods receipt workflows can connect supplier transactions with inventory where the modules are integrated.
Can suppliers be managed across multiple branches?
Yes. Supplier and purchasing activity can include branch or location context while providing authorized consolidated views where required.
Can supplier data be reported in Power BI?
Yes. Structured supplier, purchase and payable data can be used as a source for Power BI reporting where appropriate.
STILL MANAGING SUPPLIERS, PURCHASES AND PAYABLES ACROSS MULTIPLE FILES?
Connect suppliers with every purchase and payment.
Bring supplier profiles, purchasing,
bills, payments, outstanding payables,
ledgers and reporting into one connected
business platform.
