Distribuidores

DueñoAdministradorTrabajadorEl cajero puede consultar y gestionar; el mesero no

The Distribuidores module is a directory of the companies or people you buy supplies, services or goods from. It's useful for:

• Linking expenses — when you log an expense you can link it to a supplier.
• Keeping contact details at hand — phone, email, address for placing orders.
• Analyzing how much you bought from each one over a period.

Your view

Go to Gastos from the sidebar and open the Distribuidores tab. There you'll see the directory with:

• List of suppliers with their basic details.
• Pagination to browse all the records.
• Nuevo distribuidor button on the same row as the section title.

Create a supplier

Field	Required	Notes
Nombre	Yes	Legal name or trade name.
Categoría	—	The ones from your business, the same ones that classify expenses. You can leave it as Sin categoría if none fits.
Tipo de identificación	—	NIT, RUT, CC, etc. — depending on the country.
Número de identificación	—	The number of the document above.
Nombre de contacto	—	The person at the supplier you talk to.
Email	—	For orders by email.
Teléfono	—	For orders by WhatsApp or phone call.
Dirección	—	Where they are physically.
Notas	—	Free text — hours, payment terms, whatever is useful.

Only the name is required. Fill in the rest as you get the info.

Edit a supplier

Editar button on the row. You can change any field whenever you want.

Delete a supplier

Trash can button → you confirm → it's archived.

Linked expenses

The supplier stops being available for new expenses, but existing expenses and history keep their link and name.

Categories

Categories are your business's own, not a fixed system list. Each business starts with the expense ones (Insumos, Servicios, Arriendo, Salarios, Mantenimiento, Marketing and Otro) and from there you manage them.

It's a single list, shared with expenses. A supplier is classified with the same category you use on an expense, so the category report and the directory speak the same language and there aren't two catalogs to keep in sync. You manage it from the Categorías button in the expenses table, next to the button for adding an expense.

• Create — type the name, pick a color and you're done. The new category appears instantly in the supplier form's dropdown and in the expenses filter.
• Rename — edit the name in its row and press Guardar. It only saves if something has actually changed.
• Change the color — click the color dot on the row and pick from the palette. The color is a color from Nexta's palette, not an arbitrary class.
• Deactivate — with confirmation.

Each row tells you how many things depend on it — «4 gastos y 1 distribuidor la usan» — so you know whether it's worth deactivating. If only one type uses it, the row only mentions that one.

Deactivating doesn't delete history

Deactivating a category removes it from the dropdowns, but the expenses and suppliers that already used it keep it, and their reports still show the name. Nothing is lost or reassigned. What does happen is that the name stays taken: if you later create another category with that same name, the system warns you.

How many categories you can have

The limit depends on the business's plan. If you've hit the cap, the system tells you when you try to create one and doesn't save the change. You can deactivate the ones you don't use to free up space.

How it's used when logging an expense

In the Gastos section of the same page:

1. You enter the expense's description and amount.
2. In the Distribuidor field a dropdown with your list opens.
3. You pick the supplier → the expense is linked.

If the supplier doesn't exist yet, you can:

• Create it from the Distribuidores section without leaving the page and go back to the expense.
• Or leave the expense without a supplier and edit it later.

Permissions

Action	Dueño	Administrador	Cajero	Mesero
View supplier list	Yes	Yes	Yes	No
Create / edit / archive	Yes	Yes	Yes	No
Link in expenses	Yes	Yes	Yes	No
Choose a category when registering	Yes	Yes	Yes	No
Create, rename and deactivate categories	Yes	Yes	No	No

Why the cashier can manage them too

Sometimes the cashier on shift has to log an expense for a new supplier (e.g. an improvised delivery person). So as not to block them, the roles that can log expenses can also manage the directory.

The category list is the exception: the cashier picks one when registering a supplier, but doesn't decide which ones exist. That list is managed by the Dueño and the Administrador.

Strategies

Types of suppliers to load

• Daily goods — greengrocer, butcher, bakery.
• Non-perishable supplies — supplier of packaging, drinks, coffee.
• Fixed services — rent, accountant, electricity, gas, internet.
• Occasional services — plumber, kitchen technician, freelance marketing.
• Salaries — employees can also be loaded as a "distribuidor" to link the monthly salary expense to each name.

Choose the category thinking about the expense, not the product

Since the list is shared, the category you give the supplier is the same one you'll see in the expense report. «Insumos» groups both a milk order and the rent if you leave it there; it's better to use the category that describes what the money is spent on, not what was bought.

Key data to fill in

If your team changes often, it's worth having contact + opening hours + payment terms in the notes. That way anyone can place the order without having to ask you.

What happens if…?

…the supplier changed phone / address

You edit the details and that's it. Old expenses stay linked to the supplier (with the new details).

…the supplier changed legal name but is the same one

Edit the name — all the history stays intact, linked to the same record.

…I need to analyze how much I bought from a supplier over the year

Go to Reportes → Gastos, download the CSV for the period and filter the Distribuidor column in your spreadsheet.

…my supplier also invoices me electronically

Today Nexta doesn't integrate with external electronic invoicing. Log the expense manually with the amount and payment method — you keep the physical / digital receipt yourself outside the app (folder, drive, whatever you use).

Next step

• Gastos del día — log an expense linking it to the supplier.
• Reportes — export expenses by supplier.