Vendor Record

The vendor record stores all the information about the vendor you need to track and manage, such as contact information, recent activity, bank information, Tax ID number, 1099 information, as well as any notes and actions you want to associate with the vendor.

Note: From a vendor record, you can add alerts, invoices, and credit memos. You can also place a vendor on hold and archive the vendor.

The Default distributions tab displays default account distribution information such as debit and credit accounts and the amount or percent to distribute. From this tab, you can add default distributions. For more information about adding default distributions to a vendor, seeVendor Default Distributions.

The Purchase Orders tab displays the vendor’s purchase orders that are used to track and manage orders to outside organizations and their information. For more information, see Purchase Orders.

Detailed information about the vendor appears in the tiles on the record. You can open and close these tiles to view or hide the information, and you can drag and drop the tiles to the location you want on the page. Move the tiles using the anchor in the top right corner.

Each tile in the Overview tab is described below.

The Activity tile on the vendor record displays recent activity associated with the vendor. From this tile, you can view and sort vendor activity, as well as add invoices and credit memos to the vendor. For more information, see Vendor Activity.

The Contact info tile displays the vendor address. To add address information, select Add. For more information about contact information, see Contacts.

From the Attachments tile on a vendor record, you can now upload or link to files you want attached to the vendor - such as images, PDFs, Word documents, Excel spreadsheets, and other files. For more information about media, see Attachments.

The 1099 information tile displays the 1099 invoice amount and the YTD amount not included on invoices, and any 1099 adjustments associated with the vendor.

To edit 1099 information, select Edit. To make 1099 adjustments, select Add 1099 adjustment. For more detail, see 1099 Information.

The Payment defaults tile displays the bank account, credit limit, payment method, and the account to pay from. To edit this information, select Edit.

Note: You cannot use “Credit card” as the default payment method for any vendor associated with a linked credit card account.

If a vendor has a recurring invoice, the Recurring invoices tile appears. To add, edit, or generate recurring invoices, navigate to Payables, Invoices, and select the Recurring tab.

The EFT accounts tile displays the bank account associated with this vendor for EFTs. To add an EFT account, select Add. For more information about EFT accounts, see EFT Bank Account.

The Purchase orders tile displays all purchase orders associated with the vendor, including the order date, PO number, type and status. You can use the menu next to each purchase order in the list to quickly view or edit the purchase order. You can also open the purchase order record by selecting the PO number in the grid.

For more information about purchase orders, see Purchase Orders.

The Credit card accounts tile displays all credit card accounts associated with the vendor, including the number of active cards, and balance. You can use the menu next to each credit card account in the list to quickly view or edit the account. For more information about credit card accounts, see Credit Card Accounts.

The History tile displays all the changes made to the vendor, including date, what changed, and who changed it.

Notes displays the notes you've created for the vendor. To add new ones to the vendor, select Add. For more information, see Add Notes to a Record.

Actions displays the actions you've created for the vendor. To add new ones to the vendor, select Add. For more information, see Add Actions to a Record.

The Custom fields tile displays any custom fields you've created for the vendor. Use custom fields to add additional information to a record, and to further filter records when you search. For information on how to add custom fields, see Add Custom Fields to a Record.

To edit a vendor, access and open the vendor from the Vendors list. From the vendor record, select Edit on the action bar and make your changes. For example, you might want to change the vendor's credit limit. From a vendor record, you can add alerts, invoices and credit memos. You can also place a vendor on hold and archive the vendor.

To add an alert to a vendor, access and open the vendor from the Vendors list. From the vendor record action bar, select Add an alert. For more information about alerts, see Add Alerts to a Record.

To archive a vendor, access and open the vendor from the Vendors list. From the vendor record action bar, select More actions, Archive vendor. When you archive a vendor, the vendor status changes to "Inactive."

To reactivate a vendor that was archived, access and open the vendor from the Vendors list. From the vendor record, select More actions, Reactivate this vendor. When you reactivate a vendor, the vendor status changes to "Active."

To place a vendor on hold, access and open the vendor from the Vendors list. From the vendor record, select More actions, Place vendor on hold. When you place a vendor on hold, the vendor status changes to "On Hold."

To remove the hold on a vendor, access and open the vendor from the Vendors list. From the vendor record, select More actions, Remove vendor hold. The vendor status changes to "Active."

To add an invoice to the vendor, access and open the vendor from the Vendors list. From the vendor record action bar, select Add an invoice. For more information, see Add Standard Invoices in Payables.

To add a credit memo to the vendor, access and open the vendor from the Vendors list. From the vendor record action bar, select Add credit memo. For more information, see Credit Memos.

To delete a vendor, select More actions, Delete from the vendor record action bar. Keep in mind, you can delete a vendor only when it has no invoice, credit memo, or purchase order activity, and you have the appropriate security rights.