Add a New Supplier While Adding an Expense

This feature allows the mobile app user to create a new supplier directly from the “Add New Expense” screen, without needing to leave the screen or interrupt the workflow to add the supplier from a separate location.

Before You Begin

• Make sure the “Add Expense” permission is enabled under the “Employees” section in “Manage Employee Roles”.

Steps to Add a New Supplier While Adding an Expense

1. From the home screen, tap “Add Expense,” or from the “Expenses” screen, tap the add icon.
2. While adding an expense on the screen, if you need to add a supplier that doesn’t already exist in the system, tap “Add Supplier” below the Supplier field.
3. A full-screen form opens to create the supplier, and includes the following fields:
   • Business Name (required).
   • First Name (optional).
   • Last Name (optional).
   • Country (optional) — defaults to the company’s registered country on the account.
   • VAT Number (optional).
   • C.R / Unified Number (optional).
4. Enter the required data, at minimum the Business Name (the remaining fields are optional).
5. Tap the “Save” button, or tap “Clear All” to delete all entered data, and tap the cancel icon to discard the new supplier.
6. The system creates the new supplier and automatically returns you to the Add Expense screen.
7. The new supplier appears automatically selected in the Supplier field on the expense.

How the System Works

• The “Business Name” field is the only required field; the supplier can be saved with only this data and no other field.
• Country defaults to the company’s country, and can be changed manually if desired.
• VAT Number is validated according to the selected country’s format (alphanumeric).
• Once saved successfully, the user is immediately returned to the Add New Expense screen, with the new supplier automatically assigned to the expense being created, without needing to select it manually from the list.

Validation Rules

• Business Name (required, minimum 2 characters): if left empty or entered with fewer than 2 characters, an inline validation message appears directly below the field: “Business name must be at least 2 characters”.

Notes

• You can later go back and edit the supplier’s data to add the missing details (such as First Name, Last Name, etc.) from the Manage Supplier screen under the Purchases section.