Manage vendors

This page will guide you through adding, editing, and managing vendor information within the application.

You can manually enter vendor details or import a list of vendors from an external file, like a CSV.

Adding a vendor manually

To add a new vendor,

1. Go to Accounts Payable in the left menu. Then, go to the Vendors sub-tab.

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2. Select New Vendor.

When adding a vendor, be sure to include key details like:

- First Name (optional)
- Last Name (optional)
- Company: The legal name of the vendor's business or organization, which is essential for official documentation and record-keeping.
- Email: The vendor's contact email address, used for sending communications such as purchase orders, invoices, and payment notifications.
- Display Name: This is the name that will appear in your system when referring to the vendor, which can be either the company name or a nickname for easier recognition.
- Phone: The vendor's primary phone number provides a direct line of communication for urgent matters or verbal confirmations.
- Tax ID Number (EIN): The vendor’s Employer Identification Number or Tax ID, used for tax reporting purposes and verifying the business's legitimacy (optional).
- Billing Address:
  - Address: The street address where the vendor's invoices should be sent or where they are located.
  - City: The city part of the billing address.
  - State: The state part of the billing address, used to ensure accurate location details for deliveries or legal matters.
  - Zip Code: The postal code for the vendor's billing address, necessary for mailing purposes.
- Billing Terms:
  - Immediate: Payment is due immediately upon receipt of the invoice.
  - Net 15: Payment is due within 15 days from the invoice date.
  - Net 30: Payment is due within 30 days from the invoice date.
  - Net 60: Payment is due within 60 days from the invoice date.

3. Click Create Vendor to complete the process.

Editing Vendor Information

If you need to update vendor information, select the vendor from your list and make the necessary changes. This could include updating contact details, adjusting payment terms, or modifying the vendor's address.
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Importing Vendor Data

If you are migrating from another system or have a large list of vendors, use the import function to quickly add them to the platform. Ensure that your data is formatted correctly, with headers matching the required fields in the system.

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File format

The platform accepts CSV files for import. You can download a sample file to use as an example. Ensure your file includes headers for each column, such as:

- Vendor Name

- Contact Information

- Payment Terms

When you finish uploading your file, select Next. Then, confirm if the details are correct and select Import.

Deactivating Vendors

You can deactivate them if you no longer work with a vendor. This action prevents new transactions from being recorded with that vendor but retains all historical data for reference.

To mark a vendor as inactive, go to Actions and select Mark as Inactive. Then, follow the same steps to change the status back to active.

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What's next?

Keep exploring our platform by taking the next step: Manage reports page.