Table of contents
Quick feature overview
This feature enables controllers via the page 'Settings>Accounts Payable' to archive suppliers. 🎉
Ultimately, the archive supplier feature allows you to always have an updated supplier list on Spendesk while avoiding:
Duplicate supplier entries
Misspelled supplier entries
Furthermore, you can get a quick overview of which suppliers are currently available on the platform (tab "Current") and which suppliers are archived (tab "Archived).
Archive suppliers
Go to the 'Accounts Payable' page and on the tab "Current",
Click on one account payable/supplier line,
Click on "Archive this supplier" at the end of the right panel,
A green success message will show that the archive action was successful ✅
What is the impact of "archiving a supplier"?
1. The archived supplier will not be proposed for users in the request forms (e.g. virtual card requests, expense claim requests or invoice requests)
2. If a user wants to re-create an archived supplier - Spendesk will show a warning that the Finance team archived this supplier and that the user should check the name of the supplier.
3. Archiving a supplier has no impact on the data already existing on Spendesk! It only has an impact on the available supplier list in the different parts of the product.
Un-archive suppliers
Go to the 'Accounts Payable' page and on the tab "Archived",
Click on one account payable/supplier line,
Click on "Un-archive this supplier" at the end of the right panel,
A green "success" message will show that the un-archiving was successful ✅
Remark for archiving or un-archiving one supplier ⚠️
If you have several suppliers assigned to one account payable, then you need to click first on the accounts payable line and then on the specific supplier, so that the right panel appears with the archive or un-archive action.
Bulk archive of suppliers
Go to the 'Accounts Payable' page and on the tab "Current",
Click on several account payable/supplier lines,
Click on the "Archive" button next to the search bar,
A green "success" message will show that the archiving was successful ✅
Important - when archiving several suppliers ⚠️
If you want to archive several suppliers that are assigned to one account payable, then you need to first click on the accounts payable line and then on the specific checkboxes next to the suppliers before clicking on the button "Archive" next to the search bar.
Is it possible to unarchive suppliers in bulk as well?
Yes, tick them then click on "unarchive" on the right.