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Create Suppliers

Adding new suppliers to your Turfpal system is crucial for maintaining an up-to-date vendor network. This guide will walk you through the process of creating a new supplier entry.

Steps to Create a New Supplier​

  1. Navigate to Suppliers Module:

    • Go to the "Resources" menu in the main navigation
    • Select "Suppliers" from the dropdown

  2. Initiate Supplier Creation:

    • Click on the "+ New supplier" button, typically located at the top of the Suppliers list

  3. Fill Out Supplier Details:

    a. Basic Information:

    • Active: Toggle on if the supplier is currently active
    • Type: Select the type of supplier (e.g., Company, Individual)
    • Name: Enter the full name of the supplier (company or individual)
    • Category: Choose the appropriate category (e.g., Standard, Premium)
    tip

    Use clear, descriptive names for suppliers to avoid confusion and facilitate easy searching later.

    b. Contact Information:

    • Email: Enter the primary contact email address
    • Phone: Provide the main contact number
    • Website: Enter the supplier's website URL

    c. Business Details:

    • Organization Number: Enter the business registration number if applicable
    • VAT Number: Include VAT or tax identification number if relevant

    d. Address Information:

    • Fill in the complete address details including street, city, state/province, postal code, and country
    info

    Accurate address information is crucial for shipping and legal documentation. Double-check these details.

    e. Additional Information:

    • Products/Services: List the main products or services this supplier provides
    • Payment Terms: Enter the agreed-upon payment terms
    • Lead Time: Specify the typical lead time for orders

  4. Set Preferred Communication Method:

    • Select the primary method of communication (e.g., Email, Phone, Portal)

  5. Upload Supporting Documents:

    • Attach any relevant documents such as contracts, certifications, or catalogs

  6. Add Notes:

    • Include any additional information or special considerations in the notes section

  7. Save the Supplier Entry:

    • Review all entered information for accuracy
    • Click the "Save" button to add the supplier to your database
warning

Before saving, ensure you have permission to store the supplier's information and that you're complying with relevant data protection regulations.

Best Practices​

  • Verify Information: Double-check all information, especially contact details and business numbers
  • Use Standardized Formats: Follow a consistent format for phone numbers, addresses, and other fields
  • Include Multiple Contacts: If possible, add secondary contact information for backup
  • Regular Updates: Schedule regular reviews of supplier information to keep it current
caution

Avoid entering sensitive information like personal email addresses or direct phone numbers of individuals unless necessary and permitted.

Example: Adding a New Turf Seed Supplier​

Let's walk through adding a new turf seed supplier to your Turfpal system:

  1. Navigate to Suppliers and click "+ New supplier"
  2. Fill in the details:
    • Active: Yes
    • Type: Company
    • Name: GreenGrow Seeds Ltd.
    • Category: Standard
    • Email: orders@greengrowseeds.com
    • Phone: +1 (555) 123-4567
    • Website: www.greengrowseeds.com
    • Organization Number: 12345678
    • Address: 123 Meadow Lane, Grassville, GS 90210, United States
    • Products: Premium turf grass seeds, wildflower mixes
    • Payment Terms: Net 30
    • Lead Time: 5-7 business days
  3. Set preferred communication method to Email
  4. Upload the supplier's product catalog PDF
  5. Add a note: "Specializes in drought-resistant varieties. Annual minimum order quantity applies."
  6. Review all details and click "Save"
success

Congratulations! You've successfully added a new supplier to your Turfpal database. Remember to maintain regular communication and update this record as your relationship with the supplier evolves.

By following these steps and best practices, you'll create comprehensive and accurate supplier entries in Turfpal, setting the foundation for effective vendor management and streamlined procurement processes.