Creating a supplier

A supplier is a contact from whom you make purchases or receive services. Every time you create a supplier, SynkriaOps simultaneously creates a contact record and a dedicated 401xxx SYSCOHADA sub-account in a single transaction.

Accessing the form

In the main menu, click Contacts → Suppliers → New supplier button at the top right.

Creating a supplier step by step

1. Enter the company name

   Enter the exact name of the supplier as it will appear on supplier invoices and financial statements (e.g. PHARMACAM SA, Orange Cameroon, Cabinet Dupont Consulting).

2. Fill in tax and banking information

   Field	Required	Description
   Company name	Yes	Supplier name or registered company name
   Tax ID (NIU)	No	Unique Identification Number (Cameroon)
   IBAN / Bank details	No	Banking details for wire transfer payments
   Email	No	Email address for sending payment orders
   Phone	No	Contact number
   Address	No	Registered office or billing address

   Tip

   Enter the supplier’s IBAN or bank details when creating the record — this information will be pre-filled when entering wire transfer orders in your banking module.

3. Categorize the supplier

   The supplier category influences the 6xxx expense account suggested when entering a supplier invoice. Choose from:

   Category	Suggested 6xxx account	Examples
   Goods	601xxx — Purchases of goods	Wholesalers, importers
   Service provider	604xxx — Purchases of services	Consultants, agencies
   Utilities	606xxx — Purchases of materials and supplies	Water, electricity, telecoms
   Other	608xxx — Other purchases	Miscellaneous

   This category can be changed at any time from the supplier record.

4. Confirm creation

   Click Save. SynkriaOps creates in a single transaction:

   • the supplier record
   • the 401xxx sub-account (e.g. 401008) in your SYSCOHADA chart of accounts

   The number is assigned sequentially — you cannot modify it.

Viewing the associated SYSCOHADA sub-account

From the supplier record, click View SYSCOHADA account to open the 401xxx sub-account in your chart of accounts. Then navigate to the general ledger to view all entries posted with this supplier.

Editing supplier information

Open the record (Contacts → Suppliers → click the name) then click Edit. You can update contact details, NIU, IBAN, and category. The 401xxx sub-account number does not change.

Archiving a supplier

1. Open the supplier record.
2. Click the ··· menu (actions) → Archive.
3. Confirm the archiving.

An archived supplier:

• No longer appears in selection lists on supplier invoices
• Their 401xxx sub-account is deactivated in the chart of accounts
• The full history (invoices, entries) is preserved in read-only mode

Caution

Archiving a supplier is irreversible from the standard interface. Contact support if you need to reactivate a supplier archived by mistake.

Special case: occasional supplier

For a one-off expense from a supplier you will only use once (taxi, in-store purchase, etc.), you do not need to create a detailed record. You can use the collective supplier account 401000 directly when entering an accounting entry.

Note

Account 401000 “Miscellaneous suppliers” is a collective account in the SYSCOHADA revised 2019 plan. It cannot be reconciled and does not generate an individual sub-account. Reserve it for genuinely occasional purchases — for any recurring supplier, create a dedicated record to benefit from reconciliation and individual tracking.

Common errors

Error	Cause	Solution
”Name already in use”	A supplier with this exact name exists	Check the list or refine the name
”Invalid NIU”	Format does not match	Check format or leave blank
”Invalid IBAN”	Incorrect banking format	Verify the IBAN with your bank
”Unable to create sub-account”	Technical error creating 401xxx	Refresh and try again

Further reading

• Creating a customer — add a buyer contact with a 411xxx sub-account
• Managing SYSCOHADA sub-accounts — understand the hierarchy of contact sub-accounts
• Recording a supplier invoice — enter a purchase and allocate it to the correct expense account