Skip to content

Customer & Supplier Management

LoupeFactory lets you maintain a central directory of the customers you sell to and the suppliers you source from. This guide covers how to add and manage customer and supplier records, and how to view the transactions associated with each contact.

Adding a Customer

To add a new customer record:

  1. Navigate to the Customers module from the main dashboard.
  2. Click Add Customer in the top-right corner.
  3. Fill in the customer details: name, contact person, email, phone, and billing address.
  4. Optionally add notes or tags to help categorize the customer.
  5. Click Save to create the record.

Screenshot: Add Customer Form

A screenshot will be added here showing the Add Customer form with fields for name, contact person, email, phone, billing address, and notes.

Suggested image: assets/customers-add-form.png

Adding a Supplier

To add a new supplier record:

  1. Navigate to the Suppliers module from the main dashboard.
  2. Click Add Supplier in the top-right corner.
  3. Enter the supplier details: company name, contact person, email, phone, and address.
  4. Add any relevant payment terms or lead time notes in the Notes field.
  5. Click Save to create the record.

Screenshot: Add Supplier Form

A screenshot will be added here showing the Add Supplier form with fields for company name, contact person, email, phone, address, and notes.

Suggested image: assets/suppliers-add-form.png

Managing Customer and Supplier Records

Editing a Record

  1. Open the Customers or Suppliers module.
  2. Find the record using the search bar or by browsing the list.
  3. Click the record name to open its detail view.
  4. Click Edit and update any fields as needed.
  5. Click Save Changes to apply your updates.

Screenshot: Customer Detail and Edit View

A screenshot will be added here showing a customer record's detail page with the Edit button and editable fields highlighted.

Suggested image: assets/customers-detail-edit.png

Deactivating a Record

If a customer or supplier is no longer active, you can deactivate their record rather than deleting it. Deactivated records are hidden from default views but remain accessible for historical reporting.

  1. Open the record's detail view.
  2. Click More Actions > Deactivate.
  3. Confirm the action in the dialog.

Screenshot: Deactivate Confirmation Dialog

A screenshot will be added here showing the deactivate confirmation dialog for a customer or supplier record.

Suggested image: assets/contacts-deactivate-dialog.png

Viewing Associated Transactions

Each customer and supplier record has a Transactions tab that shows all activity linked to that contact.

Customer Transactions

The Transactions tab on a customer record displays:

  • Orders — all orders placed by this customer, with status and total value.
  • Invoices — invoices generated for this customer, including payment status.
  • Shipments — outbound shipments linked to this customer's orders.

Screenshot: Customer Transactions Tab

A screenshot will be added here showing the Transactions tab on a customer record, with orders, invoices, and shipments listed.

Suggested image: assets/customers-transactions-tab.png

Supplier Transactions

The Transactions tab on a supplier record displays:

  • Purchase Orders — orders placed with this supplier, with status and total value.
  • Inventory Receipts — stock received from this supplier, linked to purchase orders.

Screenshot: Supplier Transactions Tab

A screenshot will be added here showing the Transactions tab on a supplier record, with purchase orders and inventory receipts listed.

Suggested image: assets/suppliers-transactions-tab.png

Tip

Use the date range filter on the Transactions tab to narrow down activity to a specific period. This is useful when reconciling invoices or reviewing supplier performance over a quarter.

Searching and Filtering Contacts

The search bar in both the Customers and Suppliers modules supports filtering by name, email, or tag. You can also filter by status (Active / Inactive) using the Status dropdown.

Screenshot: Contacts Search and Filter

A screenshot will be added here showing the customer or supplier list with the search bar active and the status filter dropdown open.

Suggested image: assets/contacts-search-filter.png

Next Steps