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Suppliers | General

A good supplier file is the basis for your supply orders, price requests and incoming invoices. It holds everything you need to know about a supplier: their contact details, their contacts, their payment condition and an overview of everything you ordered from them or received from them. You also create your subcontractors and your construction partners, such as an architect, as suppliers. The suppliers module is included in the Starter, Go and Pro licences. You give a user access via the permissions on suppliers in their user role.

You can find answers to frequently asked questions in the suppliers FAQ.

Navigate quickly to:

the overview of the suppliers
creating a new supplier
the supplier file and its fields
the various tabs
the action buttons

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.

Views

Besides the table view, the supplier overview has two more views:

Kanban: your suppliers as cards, in a column per status.
Map: your suppliers on a map, based on their address.

Creating a new supplier

Create a new supplier via the Add (+) action button in the overview. Robaws immediately fills in the language, the status, the VAT tariff and the payment condition. You determine those default values in the settings. Does a new supplier closely resemble an existing one, for example a second branch? Then select that one in the overview and use the Duplicate action button.

Do you have a whole list of suppliers? Then you can import them.

The supplier file

The supplier file consists of the Supplier info, Address and Overview blocks. Below them you find the tabs.

Supplier info

Tip: fill in the Vat Nr first and press Enter. Robaws looks the number up in the European VIES database and fills in the name and the address. If VIES does not recognise the number, the details there are incomplete. This only works for VAT numbers from the EU.

Field	Explanation
Name	The name of the supplier.
Legal form	The legal form of the supplier, for example BV or NV.
Language	The language in which you draw up documents for this supplier, such as your supply orders.
Currency	(visible if you work with multiple currencies) The currency of this supplier.
Vat Nr	The VAT number. If the number is correct, a green tick appears. If a supplier with this number already exists, you get a warning.
KvK-number	(Dutch companies only) The KvK number of the supplier.
Confidential	Tick this to make the incoming invoices of this supplier confidential by default. You only see this field if your user role is allowed to see all suppliers.
Type	(visible if you work with construction partners) The type of construction partner, for example architect. If you choose this supplier as a construction partner on a project, Robaws takes over the type.
Default Vat	The VAT tariff for the lines of this supplier.
Gl-account	The Gl-account for the lines of the incoming invoices of this supplier. If the item on a line has its own Gl-account, Robaws uses that one. You can still change it on the invoice line.
Status	The status of the supplier.
Incoming invoice acceptance flow	(visible if you work with the acceptance flow for incoming invoices) The acceptance flow that every incoming invoice of this supplier follows. You can deviate from this per incoming invoice.
Supply order acceptance flow	(visible if you work with the acceptance flow for supply orders) The acceptance flow that every supply order to this supplier follows. You can deviate from this per supply order.
Telephone, Mobile	The general numbers of the supplier. You fill in the numbers of people with the contacts.
E-mail	The general e-mail address. Robaws uses it if no contact has been chosen on a supply order.
Planning email	Only fill this in if the planning has to go to a different e-mail address than the general one.
Website	The website of the supplier.
Bankaccount, BIC	The account number of the supplier. Without a bank account you cannot include their incoming invoices in a payment file. The BIC is not required, but if you fill it in, it has to be valid.
G-rekening	(Dutch suppliers only) The G-rekening of the supplier, with the BIC.
Subcontractor portal URL	For a subcontractor: click the refresh button to create a unique link to the subcontractor portal and give it to your subcontractor. There they see the achievements of their employees for your company. With the globe you open the link. If you create a new link, the previous one no longer works.
Billing remarks	Internal information that you see when you check an incoming invoice of this supplier, for example an agreed discount. Your supplier does not see this.
Supply order Info	Text that appears on every supply order for this supplier, for example 'Please confirm the delivery date'.

If you work with an integration with your accounting software, such as Exact Online, Billit or QuickBooks, you also see a field at the bottom to link the supplier to the one in your accounting software. If you work with extra fields, they appear below this block.

Address

The address of the supplier. If you type the name of the supplier in the search field, Robaws looks up the address via Google Maps. Based on this address, Robaws shows the supplier on the map.

If you create payment files, fill in the street, zipcode, city and country completely. Without a complete address, you cannot include the incoming invoices of this supplier in a payment file.

Does a supplier have several branches? Then create every branch as a separate supplier, with the same VAT number.

Overview

Here you see the Projects, Delivery notes, Incoming invoices, Supply orders and Price requests of this supplier. Under Projects you find the projects to which the supplier is linked as a construction partner. Click on a module to view the documents, or on the plus sign to create a new document for this supplier straight away. You do not see modules your user role has no access to.

Tabs

Contacts

If the supplier has several contacts, you add them here. On a supply order or with a construction partner on a project, you then choose the right contact, so that Robaws uses their e-mail address and telephone number straight away.

Remarks

You use remarks to communicate internally about this supplier and as an aide-memoire, for example what you agreed during the last phone call.

Files

Here you add files that belong to the supplier, for example a framework agreement. You keep files of one supply order or one project on that supply order or that project.

Tasks

As in all modules, you can also create a task from the supplier file.

Financial

Field	Explanation
Payment condition	The payment condition of this supplier. You can deviate from this on the incoming invoice.
Global location number (GLN)	If you work with the DICO integration, you fill in the GLN code of the supplier here.

Next to these fields you see a chart of the incoming invoices of this supplier over time.

Action buttons

In the overview screen

For most action buttons in the overview, you first tick the supplier(s) on the left on which you want to perform the action.

Action button	Explanation
Add	Create a new supplier, see Creating a new supplier.
Duplicate	Create a new supplier based on the selected supplier. To do so, select exactly one supplier.
E-mail	Send an e-mail to the selected suppliers with one of your email templates.
Excel	Export the suppliers from the overview to Excel.
Delete, Archive, Lock	See the explanation in the table below.

On the supplier file

At the top of the supplier file there is a row of action buttons. The name of an action button appears as soon as you hover over it with your mouse.

Action button	Explanation
E-mail	Send an e-mail to the supplier with one of the email templates that you created in the settings. Via e-mails send you see which e-mails have already been sent.
Info	(only in Belgian Robaws environments) Click through, based on the VAT number, to Check withholding obligation, CBE, Annual accounts, Companyweb and Official Gazette publications.
Delete	The supplier disappears from the overviews. Use this for a supplier that was created by mistake. More explanation in Archiving and deleting.
Archive	The supplier disappears from the overviews, but stays linked to existing supply orders, incoming invoices, ... Use this for suppliers you no longer work with. More explanation in Archiving and deleting.
Lock	The details of the supplier file can no longer be changed. More explanation in Locking documents.
Audit log	The history of retrieving and saving the supplier file.

'Check withholding obligation' opens checkinhoudingsplicht.be with the company number already filled in. A red message always appears at the bottom: enter the text from the image and click Controleren to see the result.

The website checkinhoudingsplicht.be with the company number already filled in

Don't see Delete, Archive or Lock? Then your user role does not have the right to edit or delete suppliers. Archived and deleted suppliers can be found again via the advanced filters in the overview.

Updated on: 21/10/2026

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