Search Knowledge Base Articles

Vendor

Vendors

Purpose

The Vendors screen is used to create, manage, and maintain supplier records within the Purchase module. Vendors are required for creating purchasing transactions such as Purchase Requests, Quotations, Purchase Orders, Purchase Invoices, Debit Notes, Contracts, and other procurement activities.

The Vendor Management feature also supports vendor categorization, multiple addresses, return policies, custom fields, vendor contacts, vendor portal access, and vendor administration.

Create

To create a new vendor:

Step 1

Navigate to Purchase → Vendors from the left sidebar.

Step 2

Click New Vendor.

Step 3

Enter the basic vendor information:

  • Vendor Code

  • Company

  • Vendor Category

  • Currency

Step 4

Complete the information in the available tabs.

Step 5

Click Save or Save and Create Contact.

The vendor record becomes available for purchasing transactions.

Vendor Details Tab

Purpose

The Vendor Details tab stores the vendor's primary company information and transaction preferences.

Field Descriptions

Field Description
Vendor Code Unique identifier assigned to the vendor.
Company Name of the vendor company.
Balance Current outstanding balance for the vendor.
As Of Effective date for the opening balance.
VAT Number Vendor tax identification number.
Phone Primary contact telephone number.
Website Vendor company website.
Address Primary vendor address.
City Vendor city.
State Vendor state or province.
Zip Code Postal or ZIP code.
Country Vendor country.
Currency Default currency used for vendor transactions. If not selected, the system default currency is used.
Default Language Preferred communication language for the vendor.

Workflow Rules

Opening Balance Integration

When both Balance and As Of are entered:

  • The system automatically creates a Bill in the Accounting module.

  • The Bill is automatically approved.

  • The transaction is mapped to:

    • Other Selling Expenses

    • Accounts Payable (A/P)

This allows outstanding vendor balances to be reflected in accounting records.

Billing & Shipping Tab

Purpose

The Billing & Shipping tab stores billing and delivery addresses used in purchasing transactions.

Billing Address

Field Descriptions

Field Description
Street Billing street address.
City Billing city.
State Billing state or province.
Zip Code Billing postal code.
Country Billing country.

Same as Vendor Info

Click Same as Vendor Info to automatically copy:

  • Street

  • City

  • State

  • Zip Code

  • Country

from the Vendor Details tab.

Shipping Address

Field Descriptions

Field Description
Street Shipping street address.
City Shipping city.
State Shipping state or province.
Zip Code Shipping postal code.
Country Shipping destination country.

Copy Billing Address

Click Copy Billing Address to automatically copy:

  • Street

  • City

  • State

  • Zip Code

  • Country

from the Billing Address section.

Return Policies Tab

Purpose

The Return Policies tab stores supplier return conditions and return processing requirements.

Field Descriptions

Field Description
Return Request Must Be Placed Within X Days Maximum number of days allowed for return requests after delivery.
Fee for Return Order Return processing fee charged by the vendor.
Return Policies Information Detailed return terms, conditions, and procedures.

Custom Fields

Additional vendor-specific information can be captured through custom fields configured in:

Setup → Custom Fields

Custom fields are displayed within the Vendor record when configured for Vendors.

Import Vendors

Purpose

The Import Vendors feature allows organizations to import vendor records in bulk using an Excel template.

Import

Step 1

Navigate to Purchase → Vendors.

Step 2

Click Import Vendors.

Step 3

Click Download a Sample.

Step 4

Enter vendor information into the template file.

Step 5

Save the completed file.

Step 6

Click Choose File and select the import file.

Step 7

Click Import.

The system validates and imports the vendor records.

Import Error Handling

If the import process fails:

Step 1

Click Error File Download.

Step 2

Open the downloaded file.

Step 3

Review the Error column located in the final column.

Step 4

Correct the reported issues.

Step 5

Import the file again.

Vendor Details

Purpose

The Vendor Details screen provides a complete overview of vendor information and related purchasing transactions.

To view vendor details:

Step 1

Navigate to Purchase → Vendors.

Step 2

Select a vendor and click View.

The Vendor Details page displays:

  • Vendor Information

  • Contacts

  • Transactions

  • Purchase Orders

  • Quotations

  • Purchase Invoices

  • Return Policies

  • Vendor Administrators

  • Vendor Portal Access

Vendor Portal Access

Employees can access vendor accounts through the:

Login as Vendor

function available within Vendor Details.

This feature allows authorized staff to access the Vendor Portal on behalf of the vendor.

Vendor Administrators

Purpose

Vendor Administrators are employees assigned responsibility for managing vendor relationships.

Assigned administrators receive notifications related to vendor activities and transactions.

Assign Vendor Administrators

Step 1

Navigate to:

Vendor Details → Vendor Admins

Step 2

Click Assign Admin.

Step 3

Select one or more staff members.

Step 4

Click Save.

The selected employees become Vendor Administrators.

Workflow Rules

Vendor Administrator Notifications

Assigned Vendor Administrators receive notifications for vendor-related activities, including:

  • Vendor Quotations

  • Vendor Portal Activities

  • Purchasing Transactions

  • Vendor Communications

  • Approval Requests

Synchronization

Vendor data is synchronized with:

  • Vendor Contacts

  • Vendor Categories

  • Purchase Requests

  • Purchase Quotations

  • Purchase Orders

  • Purchase Invoices

  • Debit Notes

  • Contracts

  • Vendor Portal

  • Accounting Bills

  • Accounts Payable

  • Reports

  • Notifications

Permissions

Permission Description
View Allows users to view vendor records.
Create Allows users to create vendors.
Edit Allows users to modify vendor records.
Delete Allows users to remove vendor records.
Import Allows users to import vendor records.
Manage Vendor Admins Allows users to assign vendor administrators.
Login as Vendor Allows authorized users to access vendor accounts through the Vendor Portal.

Important Notes

  • Vendors must be created before they can be used in purchasing transactions.

  • Vendor Categories and Currency settings should be configured before vendor creation.

  • Opening balances automatically generate approved Bills within the Accounting module.

  • Billing and Shipping addresses can be copied automatically using the provided shortcut functions.

  • Multiple Vendor Administrators can be assigned to a single vendor.

  • Vendor Administrators receive vendor-related notifications automatically.

  • The Vendor Portal provides vendors with access to approved purchasing functions based on system configuration.

  • Import validation errors can be reviewed using the Error File Download feature.

Did you find this article useful?

Related Articles

  • Purchase Option Setting

    Purchase Options Purpose The Purchase Options screen allows administrators to configure global set...

  • Unit Setting

    Units Purpose The Units screen allows administrators to create and manage measurement units used t...

  • Commodity Group Setting

    Commodity Groups Purpose The Commodity Groups screen allows administrators to create and manage co...

  • Sub Groups Setting

    Sub Groups Purpose The Sub Groups screen allows administrators to create and manage item subcatego...

  • Approval Setting

    Approval Settings Purpose The Approval Settings screen allows administrators to configure approval...
';