Supplier Management — AeroTrack Guide

Browse Suppliers

1 Open Vendor List

Navigate to Masters → Vendors or go directly to /masters/vendors. The vendor list shows all registered suppliers with search, sort, and filter capabilities.

Vendor list showing supplier names, codes, types, cities, and approval status

Click any column header to sort. Use the search bar to filter by vendor name or code.

2 Column Reference

Column	Description
Code	Unique short identifier for the vendor (e.g. `VND-001`).
Name	Full company or trading name of the supplier.
Type	Vendor classification — Supplier, Manufacturer, Service Provider, or OEM.
City	Location of the vendor’s registered office.
Contact Person	Primary contact name at the vendor.
Phone	Contact telephone number.
Approved	Whether the vendor is approved for use in procurement.

Create a Supplier

3 Open Add Form

Click the + New Vendor button at the top of the vendor list. This opens the vendor creation form at /masters/vendors/new.

4 Identity & Contact

Fill in the vendor’s identity and contact details:

Field	Required	Description
Code	Yes	Unique vendor code (auto-suggested or manual).
Name	Yes	Full company name.
Vendor Type	Yes	Select from Supplier, Manufacturer, Service Provider, or OEM.
Address	No	Registered business address.
City	No	Select from the City master.
Contact Person	No	Primary point of contact.
Phone	No	Contact telephone number.
Email	No	Business email address.

Vendor form showing code, name, type, address, city, and contact fields

5 Compliance & Terms

Scroll down to the compliance and commercial section:

Field	Required	Description
GST No.	No	Goods & Services Tax identification number (15-char alphanumeric).
PAN No.	No	Permanent Account Number for tax compliance.
Payment Terms	No	Default payment terms (e.g. Net 30, Net 60, Advance).
Approved	No	Toggle to mark the vendor as approved for procurement use.

Vendor form showing GST number, PAN number, payment terms, and approval toggle

Only approved vendors can be selected when creating Purchase Orders or Enquiries. Unapproved vendors remain in the system but are excluded from procurement workflows.

Click Save to create the vendor record. You will be redirected back to the vendor list.

Manage Suppliers

6 Edit a Supplier

Click a vendor row in the list to open the edit form at /masters/vendors/{id}/edit. All fields are editable. Make your changes and click Save to update the record. Every edit is tracked in the audit trail.

Changing a vendor’s code does not affect existing Purchase Orders that reference the old code — they retain the original reference for audit purposes.

7 Approval & Deactivation

Use the Approved toggle to control whether a vendor appears in procurement dropdowns:

Status	Effect
Approved = On	Vendor is selectable in POs, Enquiries, and Quotations.
Approved = Off	Vendor is hidden from procurement forms but retained for historical records.

To permanently remove a vendor, use the Delete action. Note that vendors linked to existing transactions cannot be deleted — deactivate them instead by toggling Approved off.