# Piegādātāji
Suppliers in Fitek are the companies or individuals who send You invoices. Every supplier You work with has a supplier card, a central record with their name, registration number, VAT code, bank accounts, and other details that Fitek uses when processing and exporting invoices.
You might not interact with supplier cards every day if You're mainly approving invoices. But if You're an administrator or accountant, keeping this data clean and accurate is one of the most important things You can do in Fitek. Here's why.
### **Why supplier data matters**
When an invoice arrives in Fitek, the system tries to match it to an existing supplier based on things like registration code or bank account number. If the match is correct, everything flows smoothly — the right supplier name, the right bank account, the right ERP code all end up in Your export file.
But if a supplier card has incorrect data, or if two suppliers have overlapping information, the wrong match can happen. And when Fitek is configured to use its own supplier data in export files, a wrong match means the export goes out with the wrong supplier details. That's a real problem for accounting and potentially for payments.
A clean supplier register helps You avoid these situations and gives You reliable reporting, smoother ERP integration, and better fraud prevention.
### **Kas norādīts Piegādātāja kartiņā**
When You create or edit a supplier, You'll typically fill in:
* **Nosaukums** - the supplier's legal or trading name
* **Uzņēmuma reģistrācijas numurs** - their unique company registration number
* **PVN reģistrācijas numurs** - VAT number with country prefix, if applicable
* **ERP kods** - the supplier code used in Your accounting or ERP system
* **Kontaktpersona** - Your contact at the supplier
* **Bankas konts** - one main account and optionally additional accounts
Once a supplier is set up, future invoices from them are automatically linked, so You don't have to re-enter registration numbers, bank accounts, or VAT codes every time.
***
### **Multiple bank accounts**
Many suppliers use more than one bank account. Fitek supports this, each supplier card can have one main bank account and one or more additional accounts. You can maintain these manually on the card, or update them in bulk using Excel import.
{% hint style="info" %}
The bank account exported for payment is always taken from the “**Pay to account**” field on each invoice (**not directly from the supplier card**).
{% endhint %}
{% hint style="success" %}
**Optional: fraud detection module**
If Your company has the **Fraud Detection module** enabled, Fitek will automatically compare the bank account in the invoice’s “Pay to account” field with the accounts saved on the supplier card:
* If they match, You’ll see a **Verified** icon.
* If they don’t match (or if the supplier card has no bank accounts), You’ll see a **Warning** icon.
* This check is **visual only,** it does not block processing, but helps You spot differences and correct the “Pay to account” field if needed.
{% endhint %}
*The Fraud Detection module is an optional premium feature. For more details read* [What is Fraud detection?](/fitek-learning-space/latvian-latviesu/fraud-detection/what-is-fraud-detection.md)
***
### **Bulk import and updates**
If You have many suppliers to manage, doing it one by one isn't practical. Fitek supports bulk processing in two ways:
**CSV/Excel import:** You can import supplier data from a file using semicolon-separated CSV format (UTF-8 encoding). The easiest approach is to first export Your current suppliers from Fitek as an Excel file and use that as a template. It already has the right columns and format, including support for multiple bank accounts. Fill in or update what You need and import it back.
**API import:** for automated or large-scale synchronisation, Fitek offers the Suppliers Import v3 API. This is designed for situations like initial onboarding (migrating Your full supplier list) or regular sync between Fitek and Your main master data source. The API processes data in the background, so even large datasets don't slow things down.
***
### **How supplier data affects Your exports**
Fitek has a company setting that controls where the export file gets its supplier data from. This is important to understand:
When **"Supplier data in export XML is managed by the application"** is enabled (undr Settings), the export uses the data from Your Fitek supplier card: the name, bank account, and registration number You see in the interface. This is the right choice when Fitek is Your trusted source for supplier data.
When this setting is disabled, the export passes through the original supplier information from the imported invoice XML exactly as it came in. This is typically used in bypass setups where Fitek handles digitisation, e-invoices but doesn't manage supplier master data.
If You're unsure which setting Your company uses, check with Your administrator or look under company settings.
{% hint style="info" %}
**A few things that keep Your supplier register in good shape:**
* Avoid duplicate supplier records or registration codes - duplicates cause matching problems
* Always fill in the registration number and VAT code where possible - it improves matching reliability
* Keep ERP codes consistent between Fitek and Your ERP system - use bulk import to update them when reorganising suppliers
* When a supplier changes their bank details, update the card promptly and remove outdated accounts
* Review Your company's export setting to make sure it aligns with how You want supplier data handled in exports
{% endhint %}
***
### **Supplier-related company settings**
There are a few settings under company settings that directly affect how Fitek handles suppliers. If You're managing the supplier register, it's worth knowing what these do.
***
### **Use supplier ERP code as key**
By default, when You import suppliers (via CSV or API), Fitek tries to match them to existing records using a combination of fields - registration number, VAT number, bank account, and so on. If it finds a match, it updates the existing supplier instead of creating a duplicate.
But some companies keep the same legal supplier multiple times in their ERP under different codes, for example, one per department or cost centre. If that's Your situation, You can enable "**Use supplier ERP code as key**." When this is on, Fitek matches imported suppliers **by ERP code only**, ignoring other identifiers. Each unique ERP code stays as a separate supplier record.
***
### **Manage unregistered suppliers**
When this setting is enabled, Fitek keeps track of suppliers that are missing an ERP code. These show up with a "**New supplier**" label on Your dashboard, in the invoice register, and on invoice details.\
More importantly, invoices from unregistered suppliers are blocked from export until someone fills in the ERP code on the supplier card. This is especially useful when Your ERP requires a strict vendor master and won't accept invoices from unknown supplier codes.
Once the ERP code is saved, the label disappears and the invoices become eligible for export again.
***
### **Email and language for new supplier notifications**
You can set up an email address to receive notifications whenever Fitek detects a new unregistered supplier. This works with the "**Manage unregistered suppliers**" setting - when both are active, Your team gets an email alert as part of the daily reminder cycle.
A typical setup is to point this to a shared accounting mailbox or Your master data owner, so new suppliers don't go unnoticed.
You can also choose the language for these notification emails. Fitek sends them in whichever language You select, useful for multi-country groups where local teams prefer their own language.
### **Check suppliers against local business register**
In some markets, Fitek can check supplier data against the local business register when invoices are imported. Enabling this setting checks the supplier's registration number against the register and adds the official legal form to the invoice data.
This is mainly relevant for companies whose suppliers are registered in the same country and who need the legal form for compliance or reporting purposes. If no match is found in the register, nothing is added: it doesn't block the invoice.
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