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Vendors

The Vendors module manages all supplier and payee information in one place — the central repository for vendor records. Track vendor details, manage bills, payments, and credits, and maintain accurate, audit-ready accounts payable records.

Key functions​

  • Create and manage vendor profiles
  • Store contact, billing, and tax details
  • Track outstanding balances and transactions
  • Link vendors to bills, payments, and credits
  • Quick search and filtering
  • Bulk import and export

Vendor lifecycle​

Creation (manual or via import) → Active usage (in bills, payments, credits) → Updates (edit details as needed) → optional Inactivation when no longer in use.

Creating a vendor​

  1. Navigate to Vendors and click Create.
  2. Enter basic details — vendor name, company name (if applicable), email, phone.
  3. Add billing details — address, city/state/country, postal code.
  4. Add financial details — currency, opening balance (if applicable), payment terms.
  5. Add tax information — Tax Identification Number (TIN/GST/VAT) and tax treatment if applicable.
  6. Optionally add notes, attachments, and tags.
  7. Save: Save as Draft (incomplete vendor), Save, or Save & New (save and create another).

Vendor list and details​

The list shows vendor name, contact info, outstanding payables, status (Active/Inactive), and currency — with view, edit, delete, mark-inactive, and search/filter actions.

Each vendor's details page contains an Overview (contact details, outstanding balance, quick actions), Transactions (bills, payments, vendor credits), Activity history, and Attachments.

Outstanding payables​

Calculated as Total Bills − Payments − Vendor Credits — the amount you owe the vendor.

Import and export​

Import: click Import Vendors → download the sample template → fill in details → upload → map fields → confirm.

Export: from the Vendors list, click Export, choose CSV/Excel, download.

FAQs​

Can I delete a vendor? Only if there are no linked transactions — otherwise mark it inactive. Inactive vendors disappear from active selections; existing records remain unchanged.

Multiple currencies per vendor? No — each vendor has a single currency.

Can I attach documents? Yes — contracts, agreements, etc.

Duplicates? They cause reporting issues — merge or deactivate them.

Best practices

Consistent naming, no duplicates, keep tax and payment details current, use tags for categorization, and review inactive vendors periodically.