Setup & Maintenance
Create and maintain suppliers, opening balances, debit rules, and purchasing setup.
- Plan Customer and Supplier Setup
- Create a Supplier
- Configure a Supplier Opening Balance
- Update or Retire a Supplier
- Prepare Muhasib for Purchasing
- Pay a Supplier
- Pay Suppliers in Bulk
- Correct or Reverse a Supplier Transaction
Plan Customer and Supplier Setup
Plan Customer and Supplier Setup
Overview
This guide will help you prepare the groups, contacts, addresses, credit, accounts, taxes, and opening balances needed to create customers and suppliers correctly.
Correct master setup supports selection, ageing, payments, ledgers, tax reporting, messaging, and history.
Who can do this
You need access to No write permission for planning; respective master/add rights are required for creation.
Before you start
Confirm party identity, customer/supplier/dual role, contact types, customer group, addresses, registration/tax identifiers, payment terms, credit policy, opening balance date/source, and GL mappings.
Where to find it
Back Office → Sales & Customers or Purchases & Suppliers → Setup & Maintenance.
Plan Customer and Supplier Setup
Step 1: Configure contact types and customer groups
Step 2: Configure payment terms, payment account heads/accounts/types, taxes, fiscal year, and
Configure payment terms, payment account heads/accounts/types, taxes, fiscal year, and accounting defaults.
Step 3: Decide whether dual customer/supplier role and unique contacts are allowed
Step 4: Prepare one primary and any secondary contacts/addresses
Step 5: Define customer credit/loyalty or supplier terms
Step 6: Reconcile approved opening receivable/payable balances
Step 7: Create the party before entering live transactions
Check your work
Complete a party setup worksheet with all prerequisite IDs and source documents.
If something goes wrong
- Do not create duplicate parties to bypass a contact or access error.
- Do not enter an opening balance as an ordinary payment.
Related guides
What to do next
Create a Supplier
How to Create a Supplier in Muhasib ERP
Overview
This guide will help you create a supplier with valid identity, contacts, addresses, terms, and financial setup.
The supplier becomes selectable in Purchase, Purchase Order, payments/debits/refunds, returns, ageing, ledgers, and reports.
Who can do this
You need access to Supplier and Supplier Add plus supporting-master rights when needed.
Before you start
Prepare supplier legal/contact/address/tax data, payment terms, account mappings, and approved opening payable/debit balance.
Where to find it
Back Office → Purchases & Suppliers → Manage Suppliers.
Create a Supplier
Step 1: Choose New Record
Step 2: Enter supplier name/identity and registration/tax fields
Step 3: Add at least one complete contact and applicable addresses
Add at least one complete contact and needed addresses.
Step 4: Select payment terms and classifications where available
Step 5: Configure accounting/opening balance separately when approved
Step 6: Save
Check your work
Reopen the supplier and check selection, contacts/addresses, terms, zero/opening balance, and ledger.
If something goes wrong
- Search by name/contact before creating a duplicate.
- Resolve missing fiscal year/accounts before opening balance.
Related guides
What to do next
Configure a Supplier Opening Balance
How to Configure a Supplier Opening Balance in Muhasib ERP
Overview
This guide will help you record the supplier's approved starting payable or debit at cutover.
Muhasib can create supplier/person ledger and General Ledger records used by due/ageing and financial reports.
Who can do this
You need access to Supplier Add/Update and relevant financial/opening-balance rights.
Before you start
Create active fiscal year, supplier, payable/default accounts, and an approved cutover schedule. Back up the database.
Where to find it
Back Office → Purchases & Suppliers → Manage Suppliers → opening-balance/accounting area.
Configure a Supplier Opening Balance
Step 1: Confirm supplier and balance date
Step 2: Determine payable versus supplier debit direction
Step 3: Enter the amount in the verified field
Step 4: Select required GL/payment account
Step 5: Save once with source reference
Check your work
Compare and Confirm Supplier Ledger, Supplier Due/Ageing, Account Ledger, and Trial Balance.
If something goes wrong
- Do not create a fake Purchase or Payment to force an opening balance.
- Correct before live activity when possible.
Related guides
What to do next
Update or Retire a Supplier
How to Update or Retire a Supplier in Muhasib ERP
Overview
This guide will help you update or retire a supplier while preserving purchase, payment, debit, return, and ledger history.
The supplier may become unavailable for new work while historical transactions should remain; exact implementation needs confirmation.
Who can do this
You need access to Supplier Update; Supplier Delete plus explicit business approval.
Before you start
Review open purchases/orders, balance, payments, debits/refunds, returns, contacts, integrations, and retention policy.
Where to find it
Back Office → Purchases & Suppliers → Manage Suppliers.
Update or Retire a Supplier
Step 1: Select the exact supplier
Step 2: Update approved fields and save
Step 3: Prefer inactive/retired status when supported
Step 4: Resolve open items using their source workflows
Step 5: Delete only after explicit approval and dependency review
Check your work
Confirm historical purchases/payments/ledger/report attribution and intended selection behavior.
If something goes wrong
- Do not delete to clear a payable/debit.
- Do not create a replacement without duplicate/continuity review.
Related guides
- Create a Supplier
- Review the Supplier Ledger Report
- Allocate or Update Supplier Payment Transactions
What to do next
Prepare Muhasib for Purchasing
How to Prepare Muhasib for Purchasing in Muhasib ERP
Overview
This guide will help you confirm the masters, settings, permissions, and controls needed before recording purchases.
Who can do this
You need access to Relevant purchasing forms plus supplier, item, location, tax, account, batch, and serial.
Before you start
Know the company purchasing policy, document sequence, approval limits, inventory-cost method, tax treatment, and payable accounts.
Where to find it
Back Office → Purchases & Suppliers; review Setup and relevant administration settings first.
Prepare Muhasib for Purchasing
Step 1: Confirm the active company and accounting period
Step 2: Verify suppliers and their tax/payment details
Step 3: Verify items, units, locations, batches/serials, purchase prices, and taxes
Step 4: Confirm payment methods, cash/bank accounts, and payable/control accounts
Step 5: Test permissions for purchase, order, return, and supplier-payment roles
Step 6: Confirm opening document number and approval workflow
Check your work
Use a test checklist to confirm each required master is selectable and each user sees only permitted workflows.
If something goes wrong
- Fix missing masters before entering live documents.
- Do not change posting defaults during an active transaction batch without approval.
Related guides
What to do next
Pay a Supplier
How to Pay a Supplier in Muhasib ERP
Overview
This guide will help you record an authorized supplier payment and allocate it correctly.
Muhasib records the payout and updates supplier, invoice, and cash/bank balances.
Who can do this
You need access to Supplier Payment plus supplier, payment-account, method, and transaction.
Before you start
Confirm supplier, amount, date, method, paying account, reference, invoices, withholding/deductions, and approval.
Where to find it
Back Office → Purchases & Suppliers → Supplier Payment.
Pay a Supplier
Step 1: Start a supplier payment and select the supplier
Step 2: Enter date, method, paying account, amount, and unique reference
Step 3: Apply approved deductions or withholding where supported
Step 4: Allocate the payment to eligible purchases
Allocate the payment to allowed purchases.
Step 5: Confirm payment equals allocated plus unallocated value
Step 6: Save once and retain payment evidence
Check your work
Compare and Confirm payment evidence, supplier ledger, invoice balances, deductions, and paying account.
If something goes wrong
- Search by reference before retrying.
- Do not allocate more than the payment or outstanding document balance.
Related guides
- Allocate or Update Supplier Payment Transactions
- Pay Suppliers in Bulk
- Record Payment or Refund From a Supplier
What to do next
Pay Suppliers in Bulk
How to Pay Suppliers in Bulk in Muhasib ERP
Overview
This guide will help you record multiple approved supplier payments and compare and confirm the batch.
Muhasib creates supplier payment records for accepted rows; rejected rows remain for controlled correction.
Who can do this
You need access to Bulk Supplier Payment plus supplier, account, method, and transaction.
Before you start
Prepare an approved control schedule containing supplier, amount, account, method, reference, deductions, and invoice allocations.
Where to find it
Back Office → Purchases & Suppliers → Bulk Supplier Payment.
Pay Suppliers in Bulk
Step 1: Open the bulk payment form and set shared batch values
Step 2: Add one row per supplier payment
Step 3: Enter unique references and correct paying accounts
Step 4: Validate deductions and allocations
Step 5: Compare row count and form total with the control schedule
Step 6: Save once and review the result for every row
Check your work
Match accepted count/value to the schedule, then compare and confirm supplier ledgers, invoice balances, and bank/cash totals.
If something goes wrong
- Never resubmit successful rows with a corrected batch.
- Resolve closed periods, duplicates, and invalid accounts before retrying failures.
Related guides
What to do next
Correct or Reverse a Supplier Transaction
Correct or Reverse a Supplier Transaction
Overview
This guide will help you correct an allowed supplier transaction while preserving an auditable history.
Muhasib updates or reverses the document and dependent balances according to transaction rules.
Who can do this
You need access to Update/reverse permission for the transaction type and accounting period.
Before you start
Identify the original document, error, correct values, stock/payment dependencies, period status, evidence, and approver.
Where to find it
Open the relevant Purchases & Suppliers transaction list and locate the original document.
Correct or Reverse a Supplier Transaction
Step 1: Open the original document by number
Step 2: Review stock, allocations, payments, returns, tax, and later dependencies
Step 3: Update only fields the application permits without changing economic substance
Step 4: Reverse/cancel when party, amount, inventory, account, or posting is wrong
Step 5: Record correction reason and approval reference
Step 6: Create one correct replacement if required
Check your work
Confirm original status, reversal link, replacement, stock ledger, supplier ledger, tax, and general ledger.
If something goes wrong
- Never conceal an error with an unexplained offset.
- Resolve closed-period constraints through authorized accounting procedure.