Create a Supplier

Learn how to create a Supplier in AroFlo Office

Updated on March 28th, 2024

Suppliers are wholesalers who provide goods to your business.

When creating a supplier, you can include multiple contacts (e.g. Sales staff or Admin staff), and multiple locations (usually wholesale store locations). AroFlo also includes a pre-built list of the most common suppliers within Australia.

AroFlo also comes with a pre-built Training Supplier to give you an idea of what a completed supplier card would normally look like.

For accounting purposes, suppliers may also be called Creditors.


 To create a new supplier:

  1. Go to Create > Supplier.
  2. Enter Company / Reference NameFirst Name and Last Name (required fields).
  3. Enter additional information as needed. See below.
  4. Save.

Supplier and Contact Information

Supplier and Contact Information explained

Field Description
Company/Reference Name

The primary name for the supplier.

Duplicate Supplier Names

When you create a supplier with a Company/Reference Name that already exists, a warning message will appear with the options to 'View the Existing Supplier', 'Save Supplier' or 'Cancel'.

If you use an accounting integration link, we recommend you check your accounting package to see if it accepts duplicate Supplier names.

EIN Record your supplier's Employee Identification Number.
Short Name

AroFlo creates a short name automatically once you've entered a Company / Reference Name. You can override the name AroFlo creates by typing over it.

This field is a secondary identifier for this supplier.


Select the appropriate trading transaction terms for this supplier (used for purchasing).

  • Transaction terms are set up in Site Administration. If you need additional transaction terms, please contact your Site Administrator.
  • Once you save the supplier after selecting a transaction term, you may have a colored banner at the top of the supplier card.

Show banner

First/Last Name First and last name of the primary contact for the supplier.
Last Name Last name of the primary contact for the supplier.
Phone Primary phone number for your supplier.
Fax Primary fax number.
Mobile (Cell) Primary cell number for the supplier.
Website Primary website of your supplier.
Email Address

Primary email of your supplier.

This could be an email address for the accounts department



Custom Fields

Fill out any relevant custom fields which may appear. These can be left and filled out later if necessary.


Supplier Company Address

The info below explains how to use the fields in the Company Address, Mailing Address, General Settings, and Business Unit Links sections of the supplier card. 

Supplier address and Settings fields explained

Field Description
Location Name

Use this field to record the specific details of an address, e.g. 1st Floor, Building G.

Powered by Google Field

This field is powered by Google and will suggest results as you type. You can also click the (GPS pin) icon to fill in details based on your current location.

Address (No & street), City, State, Zip Code, Country

Record the company's physical address in these fields. The Address (No & street) field is powered by Google, just like the Location Name field. Just enter the street address and make a selection from the list Google presents. The City, State, Zip Code and Country fields will auto-populate.

Multiple locations

If the supplier has multiple locations, use this area to record the primary location such as a head office. To create additional locations once you've saved your supplier, see Locations.

GPS Coordinates

Auto-Generate, View on Map

If you did not select an address from Google's suggestions (e.g. if you filled out the fields manually, or if you bulk imported suppliers), click Auto-Generate to populate the latitude and longitude of the supplier's address, or click View on Map and move the pin to the location you want, then click Use Coordinates. Including the GPS coordinates on a supplier card is useful in locating suppliers by GPS.
Mailing Address

If the mailing address is different from the billing address (e.g. if you want to add a Post Office Box address), tick Use different mailing address to access the Mailing Address information.

Powered by Google Field

This field is also powered by Google and will suggest results as you type. You can also click the (GPS pin) icon to fill in details based on your current location.

Associated To If your AroFlo site has multiple business units, select the primary Business Unit this supplier is linked to.

Business unit links

If your AroFlo site has multiple business units, you can select which business units this supplier should be associated with. Alternatively, you may choose to link a supplier to all business units.

Your Site Administrator can set up default business unit links so that all newly created suppliers will have the links you want. See Supplier and Contractor Settings.



Supplier contacts and locations

Each supplier can have multiple contacts and locations. Contacts may be sales staff or subcontractor employees.

Wholesale suppliers may have different shop, warehouse or office locations. Multiple locations can be created for each supplier to allow ordering of stock directly from a specific location and to help Field users to find the nearest supplier location when out on the road.

To create a new contact:

  1. Go to Accounts > Suppliers.
  2. Select the Supplier from the list.
  3. Click the down arrow beside the View button and select Contacts (see image). 
  4. Click Create Contact (top right).
  5. Enter Given Name and Surname (required fields).
  6. Enter additional information as needed (e.g. position, phone, cell).
  7. Click Add.


To create a new location:

  1. Go to Accounts Suppliers.
  2. Select the Supplier from the list
  3. Click the down arrow beside the View button and select Locations (see image). 
  4. Click Create Location.
  5. Enter the Address (required field). 

    Powered by Google

    Start typing an address and select a result from the dropdown to complete the full address and GPS coordinates. This can be useful in locating suppliers by GPS.

    Click (pin icon) to use your current location and select a matching result from the list that appears.

  6. Enter additional information as needed.
  7. Click Save.


Pre-built suppliers and locations

AroFlo provides a list of pre-built supplier information for a number of popular wholesale suppliers within Australia.

To create a new supplier using the pre-built list:

  1. Go to Create > Supplier.
  2. Beside the Company / Reference Name field, click (truck icon).
  3. Select the supplier from the list. 
  4. Select the supplier location(s). 

    Use the search boxes at the top to filter the list by Location, Suburb or State.

  5. Click Save. The locations will be saved in the background and you will see them when you next create a purchase order for this supplier.