Add a Supplier

Setting up a supplier in Job Management (Connect) means you can control how purchase orders are created, approved, sent, and invoiced in the system. You can also define how the supplier integrates with external systems, what materials can be ordered, and how invoices are matched and processed.

Set up a new supplier

  1. Navigate to Configuration > Materials Management > View Suppliers.

  2. Select Add Supplier and enter the details:

Supplier Details

Enter the basic identifying information for the supplier.

  • Name: Enter the supplier's brand or display name.

  • External ID: Enter the unique ID used to connect this supplier to external systems (e.g. their account ID in your HMS). Max 64 characters.

Approval Policies

Define how orders are approved before being sent to the supplier.

  • Issue approval policy: Select the approval policy for van stock replenishment orders: choose "None" for manual approval, "All" to auto-approve all orders, or "Up to £N" to auto-approve orders below a set value. When "Up to £N" is selected, an additional Issue Approval Max Amount field will appear — enter the maximum value below which orders will be automatically approved.

  • Purchase order approval policy: Select the approval policy for direct/material orders: choose "None" for manual approval, "All" to auto-approve all orders, or "Up to £N" to auto-approve orders below a set value. When "Up to £N" is selected, an additional Purchase Order Line Approval Max Cost field will appear — enter the maximum line cost below which orders will be automatically approved.

Order Release Settings

Configure how different order types are released to the supplier and which integration pipeline to use.

  • Integration subpipeline: Select the EDI integration pipeline this supplier uses (e.g. Travis Perkins, Grafton, Generic Supplier Integration).

  • Direct Order Automatic Release: Select this option to automatically send Direct Orders to the supplier without manual release.

  • Van Stock Order Automatic Release: Select this option to automatically send Van Stock Orders to the supplier without manual release.

  • Stores Replenishment Automatic Release: Select this option to automatically release Stores Replenishment POs, bypassing the approval mechanism.

Material Code Controls

Restrict which material codes can be selected when creating purchase orders for this supplier.

  • Limit material code selection on PO to the Supplier Part Refs.: Select this option to restrict the material codes available on a PO to only those listed as Supplier Part References for this supplier.

  • Limit material code selection on PO to own codes.: Select this option to restrict the material codes available on a PO to this supplier's own codes only.

EDI & Electronic Trading

Configure the supplier's electronic trading and EDI integration settings.

  • Electronically trading?: Select this option to indicate this supplier trades via EDI integration.

  • Default Code For Edi Purchase Orders: Enter the default material/product code to use when processing EDI purchase orders for this supplier.

  • Allow Uom Import From Edi Purchase Orders: Select this option to allow the Unit of Measure to be imported and updated from inbound EDI purchase order files.

Supplier Type

Indicate what type of goods or services this supplier provides.

  • Is Materials Supplier?: Select this option to indicate this supplier provides materials. This allows the supplier to appear on the Stores Reorder Dashboard when a material code has no supplier part references.

  • Is Hire Supplier?: Select this option to indicate this supplier provides hire or rental equipment.

Over The Counter & Stock

Control over-the-counter ordering and automatic stock requisition behaviour.

  • Allow Over The Counter Orders: Select this option to allow operatives to purchase goods over the counter using a mobile device.

  • Send Over The Counter Message Templates: Select this option to send message templates when Over-The-Counter orders are placed.

  • Auto-Create Stores Requisition On Goods Receipt: Select this option to automatically create a Stores Requisition when goods are received from this supplier.

Address Information

Enter the supplier's main correspondence address.

  • Address1: Enter the first line of the supplier's correspondence address.

  • Address2: Enter the second line of the address (optional).

  • Address3: Enter the third line of the address (optional).

  • City: Enter the city of the supplier's address.

  • Region: Enter the region of the supplier's address.

  • PostalCode: Enter the post code of the supplier's address.

  • Country: Enter the country of the supplier's correspondence address.

Contact Information

Enter the details of the main contact person at the supplier.

  • ContactFirstName: Enter the first name of the main supplier contact.

  • ContactLastName: Enter the surname of the main supplier contact.

  • ContactEmail: Enter the primary email address for correspondence with the supplier.

  • ContactPhone: Enter the primary telephone number for correspondence with the supplier.

Tax & VAT

Set the VAT details for this supplier.

  • Vat rate: Select or enter the VAT rate to apply to this supplier's transactions.

  • VAT Registration number: Enter the supplier's VAT registration number.

Payment & Invoice Settings

Define payment terms, early settlement discounts, and tolerances used when matching purchase invoices.

  • Payment terms: Select the payment terms for this supplier (e.g. N/A, Net Monthly, No. of Days). This will default onto Purchase Invoices raised against this supplier.

  • Payment terms no. days: Enter the number of days for payment if "No. of Days" was selected as the payment terms.

  • Default early settlement discount %: Enter the default percentage discount to apply for early settlement of invoices from this supplier.

  • Default early settlement discount £: Enter the default monetary value discount to apply for early settlement of invoices from this supplier.

  • Purchase invoice tolerance %: Enter the percentage tolerance for purchase invoice matching. Invoices within this tolerance can be flagged as "Fully Matched".

  • Purchase invoice tolerance £: Enter the monetary value tolerance for purchase invoice matching. Invoices within this tolerance can be flagged as "Fully Matched".

  • Purchase invoice match unreceived purchase orders: Select this option to allow matching purchase invoices against POs that have not yet been fully received.

  • Purchase invoice match unreceived purchase order lines: Select this option to allow matching against any PO line regardless of received quantity (requires the above setting to also be enabled).

Approval Workflow & EDI Receiving

Configure advanced approval routing and EDI goods receiving behaviour.

  • Allow Over Receiving GRNs For EDI Purchase Orders: Select this option to allow receiving a greater quantity than originally ordered through the EDI integration.

  • Awaiting Approval Process Enabled: Select this option to enable the approval workflow, so manually raised POs get a "Send for Approval" option and Direct POs from Mobilise are automatically set to "Awaiting Approval" status.

  • Send Automatic Van Stock Replenishments For Approval: Select this option to route automatically created Van Stock Replenishment POs to "Awaiting Approval" status instead of releasing them immediately.

  • Send Over The Counter Purchase Orders For Approval: Select this option to route Over-The-Counter POs to "Awaiting Approval" status instead of completing them immediately.

Integration & Accounting

Enter identifiers used for supplier integration and financial outputs.

  • Interface identifier: Enter the identifier used for this supplier's integration interface.

  • Creditor Account Number: Enter the creditor control account code for this supplier, used in finance integration outputs.

General Settings

Configure the supplier's visual appearance, status, and default settings.

  • Supplier Colour: Choose a colour to visually distinguish this supplier's part references on the Purchase Order Creation Screen.

  • Is Active: Select this option to make this supplier active and available for use in the system.

  • Set current supplier as default: Select this option to set this supplier as the default supplier.

Non-EDI Automation & Invoice Output

Control automatic processing for non-EDI purchase orders and invoice file output.

  • Automatically GRN Non-EDI Direct POs: Select this option to automatically GRN all lines and complete non-EDI Direct POs upon release.

  • Automatically Use Non-EDI Direct POs: Select this option to automatically mark non-EDI Direct PO lines as "Used" when they are received.

  • Enable Invoice Output Toggle: Select this option to enable the output of purchase invoice files for this supplier through the integration channel.

  1. Select Save and Exit.

Next Steps

After you create a supplier, to ensure it works correctly with ordering, pricing, and integrations, you should update your supplier's collection point and message templates:

Further Configuration