Suppliers
A good supplier file forms the basis for a supply order, an incoming invoice, and so on. In addition, the supplier file gives you an overview of all modules this supplier is linked to, and it lets you quickly look up more information about the supplier, for example to check the withholding obligation.
Navigate quickly to:
- the overview of the suppliers
- creating a new supplier
- the supplier file
- the various tabs
- the action buttons (info, withholding obligation, ...)
Overview screen
You can adjust the overview of the suppliers via the settings: which columns you want, in which order, which quick filters? In addition, every user can create their own overviews and personalise them.
Via the overview screen you can make bulk changes to several suppliers at once.
Suppliers can be deleted, archived or locked via the action buttons at the top, and can be exported to Excel.
Creating a new supplier
Create a new supplier by clicking the Add (+) action button at the top of the overview.
A number of fields are already filled in automatically (language, payment condition, default VAT, status). Via the settings you can determine the default value.
Do you have a whole list of suppliers? Then you can import them.
The supplier file
Below the general supplier info and the address details there are several tabs: among others 'Contacts' to keep track of this supplier's various contacts and 'Financial' to fill in the supplier's financial details.
In addition, there is also an overview of all modules this supplier is linked to.
Supplier info
In the supplier info you fill in the general details of your supplier, including name, VAT number, e-mail address, telephone and bank account.
Field | Explanation |
|---|---|
Name | Supplier name (filled in automatically if you enter the VAT number and press enter) |
Legalform | Select the legal form. If a legal form is missing, you can add it via the general settings. |
Language | Choose the language. This determines the language in which the documents are drawn up. |
Vat Nr | Enter the VAT number and press enter, and the name and the address are filled in automatically if they are known in the VIES database. If the VAT number is correct, a green tick follows. If a supplier with this VAT number already exists, a warning is shown. |
Confidential | A supplier can be ticked as confidential. This means that the incoming invoices of this supplier will be ticked as confidential by default. Via the user roles you can determine whether a user may see only non-confidential incoming invoices or all of them. |
Type | Select the construction partner type. This helps you to filter in the overview, and it is shown when you add this supplier as a construction partner on a project. |
Default Vat | Select the VAT tariff for this supplier. Via the supplier settings you determine which VAT tariff is filled in by default when you create a new supplier. You manage the VAT tariffs via the general settings. |
Gl-account | (visible if ticked in the general settings) Choose the GL account for the invoice lines of this supplier. This is overwritten by the GL account of the item and can be changed manually on the invoice line. |
Status | Select the status of this supplier. Via the settings you determine which status is filled in by default when you create a new supplier, and you can manage these statuses. |
Incoming invoice acceptance flow | Select the approval flow that has to be followed for every incoming invoice of this supplier. You can deviate from this per invoice. |
Supply order acceptance flow | Select the approval flow that has to be followed for every supply order of this supplier. You can deviate from this per supply order. |
Telephone | Enter the telephone number of the supplier. If there are several, you can fill them in with the contactpersons . |
Mobile | Enter the mobile number of the supplier. If there are several, you can fill them in with the contactpersons . |
Website | Enter the website of the supplier |
Enter the general e-mail address of the supplier. If there are several, you can fill them in with the contactpersons . This e-mail address is only used if no contact is assigned on a supply order. | |
Planning email | Only to be filled in if it differs from the general e-mail address: enter the e-mail address the planning has to be sent to. |
Bankaccount | IBAN number of the supplier: without this information no payment file can be created |
BIC | BIC number of the supplier: without this information no payment file can be created |
Subcontractor portal URL | For suppliers that are subcontractors: by clicking the arrow you can generate a unique URL that you give to your subcontractor. This gives them access to the subcontractor portal, where they find the achievements of their employees for your company. |
Billing remarks | Internal information that is visible when you check an incoming invoice. This serves as a reminder and is not visible to the supplier. Example: cash discount of 2% is allowed |
Supply order Info | Information that will be shown by default on every supply order to this supplier. Example: please let us know the delivery date. |
Extra fields
Just as in all modules in Robaws, in the supplier file you can also create extra fields of your choice via the settings.
Address
Robaws has an automatic link with Google Maps. When you fill in the address, Robaws automatically looks for the corresponding Google Maps map. When you enter the supplier name in the place of 'Enter a location', Google technology searches for the address of the supplier.
Overview
This gives an overview of all existing projects, delivery notes, supply orders and incoming invoices of the supplier.
- The overview of the projects shows on which projects this supplier was added as a construction partner
- Click on the text to get a detailed overview of a particular module. Example: click Supply orders to get an overview of all supply orders of this supplier.
- Click the + sign next to a line to create a new supply order, incoming invoice, etc. for this supplier.
Tabs
Contactpersons
When the supplier has several contacts, you add them here. When you draw up a supply order, or when you add the supplier as a construction partner on a project, you can select the right contact from this list, so that these contact details (e-mail address, mobile, etc.) are used straight away in further communication.
Remarks
Remarks can be used to keep track of contact moments and information about the supplier. This is intended for internal communication and as an aide-memoire.
Example: here you can keep track of which information was exchanged during the last phone call with the supplier, etc.
Files
Under files you can add documents, photos, PDFs and other documents. Files that relate to a specific supply order are not kept in the supplier file but on the supply order or the project.
Example: here you can keep a framework agreement.
Tasks
As in all modules, it is also possible to create a task from the supplier file.
Financial
Determine the payment condition of this supplier. Via the supplier settings you determine which payment condition is filled in by default when you create a new supplier. You can deviate from this on the incoming invoice.
If you work with the DICO integration, you can fill in the GLN code of the supplier here.
Action buttons
Send email
With this action button you can send emails to the suppliers. Here you can choose from the various email templates that you can draw up in the settings.
Info: withholding obligation, CBE, Companyweb, ...
Via the info action button you can click straight through to a number of external websites, for example to check the withholding obligation or to look up more information about this supplier.
Audit log
You use this action button to get a view of the history of retrieving and saving this supplier file.
Updated on: 04/09/2026
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