To create a new vendor, follow the steps below:
Step 1: Navigate to the Purchase module from the left sidebar and select the Vendors menu.
Step 2: Click the New Vendor button.
Step 3: Enter the Vendor Code and Company Name, then select the Vendor Category and Currency.
Tab 1: Vendor Details
Complete the following fields:
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Vendor Code: A unique identifier for the vendor (required).
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Company: The legal name of the vendor’s company (required).
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Balance: The current outstanding balance of the vendor.
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As of: The effective date of the entered balance.
When a balance and “As of” date are entered, the system will automatically create a bill in the Accounting → Bills menu. This bill will be automatically approved and mapped to the accounts Other Selling Expenses and Accounts Payable (A/P).
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VAT Number: The vendor’s tax identification number, if applicable.
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Phone: The vendor’s contact phone number.
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Website: The official website URL of the vendor.
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Address: The primary address of the vendor.
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City: City of the vendor’s address.
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State: State or province of the vendor’s address.
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Zip Code: Postal or ZIP code.
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Country: Country of the vendor.
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Currency: Preferred transaction currency (if not selected, the system default currency is used).
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Default Language: Preferred language for communication with the vendor.
Tab 2: Billing & Shipping
Billing Address
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Street: Street name and number for billing.
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City: City where invoices should be sent.
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State: State or province of the billing address.
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Zip Code: Postal or ZIP code.
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Country: Country of the billing address.
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Same as Vendor Info: Select this option to copy the address details from the Vendor Details tab.
Shipping Address
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Street: Street name and number for delivery.
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City: City where goods will be delivered.
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State: State or province of the delivery address.
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Zip Code: Postal or ZIP code.
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Country: Country of the shipping destination.
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Copy Billing Address: Select this option to copy the billing address into the shipping address fields.
Tab 3: Return Policies
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Return Request Period: Enter the maximum number of days allowed to submit a return request, calculated from the delivery date.
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Return Order Fee: Enter the applicable return fee, if any.
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Return Policy Information: Enter detailed information regarding return conditions and procedures.
Step 4: Additional information such as Custom Fields, Billing & Shipping, and Return Policies can be completed by navigating through the available tabs.
Step 5: Click Save or Save and Create Contact to complete the process.
Import Vendor
To import vendors from another system, follow these steps:
Step 1: Navigate to the Purchase module and select the Vendors menu.
Step 2: Click the Import Items button.
Step 3: To ensure a successful import, download the template file by clicking Download Sample.
Step 4: Enter the vendor data into the downloaded template and save the file.
Step 5: Click Choose File under the Choose Excel File section and select the completed file.
Step 6: Click Import.
If the import process fails, an Error File Download button will appear. Click this button to download the error file, then review the Error column (last column) to identify the specific issue that caused the import to fail.
Vendor Details
To view vendor details:
Step 1: Navigate to the Purchase module and select the Vendors menu.
Step 2: Select a vendor and click View.
This page allows you to manage the vendor’s general information and view all related transactions.
Assign Vendor Admin
This feature is used to assign staff members responsible for managing a vendor. Assigned staff will receive notifications for all vendor-related transactions, such as quotations submitted by the vendor.
Step 1: Navigate to Vendor Details → Vendor Admins tab and click Assign Admin.
Step 2: Select one or more staff members and click Save.