Guide: Vendor

Vendor

For creating purchase transactions like purchase order, quotations, purchase invoice and debit note, you'll have to add vendors

Create Vendor

To create a new vendor:

• Step 1.  Go to the Purchasemodule in the left sidebar and select Vendormenu
• Step 2. Click the New Vendorbutton
• Step 3. Enter Vendor codeand Company Select Vendor categoryand Currency Tab 1: Vendor Detail-Vendor Code:  A unique identifier for the vendor (required).-Company:  Name of the vendor's company (required).-Balance:  Current outstanding balance for the vendor.-As of:  The date on which the balance is applicable.When you enter balance and as of, the system will automatically create a bill in the Accounting module / Bills menu and this bill will be automatically approved and mapped to the account pair Other selling expensesand Accounts Payable (A/P).-VAT Number:  Vendor’s tax identification number (if applicable).-Phone:  Contact phone number of the vendor.-Website:  Official website URL of the vendor.-Address:  Main address of the vendor.-City:  City of the vendor’s address.-State:  State or province of the vendor’s address.-Zip Code:  Postal or ZIP code.-Country:  Country of the vendor.-Currency:  Preferred currency for transactions (if not selected, system default is used).-Default Language:  Preferred language for communication with this vendor.Tab 2: Billing & Shipping Billing Addres: -Street:  Street name and number for the billing address.-City:  City where the invoice should be sent.-State:  State or province of the billing address.-Zip Code: ZIP or postal code of the billing location.-Country:  Country where the vendor is billed.-Same as Vendor Info:  Click "Same as Vendor Info" if you want to copy the content of Street, City, State, Zip Code, Country from Vendor detail tab to Billing Address.Shipping Address: -Street:  Street name and number for the delivery address.-City:  City where goods will be delivered.-State:  State or province of the delivery location.-Zip Code: ZIP or postal code for the delivery address.-Country: Country for the shipping destination.-Copy Billing Address: click "Copy Billing Address" if you want to copy the content of Street, City, State, Zip Code, Country from Billing Address to Shipping Address.Tab 3: Return Policies-The return request must be placed within X days after the delivery date: Enter the maximum number of days allowed for returning items, calculated from thedelivery date.-Fee for Return Order: Enter thereturn order fee, if applicable.-Return policies information: Enter the detailedreturn policies contentabout the conditions and process for returning goods.
• Step 4.You can add other details such as their Custom fields, Billing & Shipping and Return Policiesbynavigatingthrough the different tabs at the top of the page.
• Step 5. Click Save or Save and create contact

Tab 1: Vendor Detail

-Vendor Code:  A unique identifier for the vendor (required).

-Company:  Name of the vendor's company (required).

-Balance:  Current outstanding balance for the vendor.

-As of:  The date on which the balance is applicable.

When you enter balance and as of, the system will automatically create a bill in the Accounting module / Bills menu and this bill will be automatically approved and mapped to the account pair Other selling expensesand Accounts Payable (A/P).

-VAT Number:  Vendor’s tax identification number (if applicable).

-Phone:  Contact phone number of the vendor.

-Website:  Official website URL of the vendor.

-Address:  Main address of the vendor.

-City:  City of the vendor’s address.

-State:  State or province of the vendor’s address.

-Zip Code:  Postal or ZIP code.

-Country:  Country of the vendor.

-Currency:  Preferred currency for transactions (if not selected, system default is used).

-Default Language:  Preferred language for communication with this vendor.

Tab 2: Billing & Shipping

Billing Addres:

-Street:  Street name and number for the billing address.

-City:  City where the invoice should be sent.

-State:  State or province of the billing address.

-Zip Code: ZIP or postal code of the billing location.

-Country:  Country where the vendor is billed.

-Same as Vendor Info:  Click "Same as Vendor Info" if you want to copy the content of Street, City, State, Zip Code, Country from Vendor detail tab to Billing Address.

Shipping Address:

-Street:  Street name and number for the delivery address.

-City:  City where goods will be delivered.

-State:  State or province of the delivery location.

-Zip Code: ZIP or postal code for the delivery address.

-Country: Country for the shipping destination.

-Copy Billing Address: click "Copy Billing Address" if you want to copy the content of Street, City, State, Zip Code, Country from Billing Address to Shipping Address.

Tab 3: Return Policies-The return request must be placed within X days after the delivery date: Enter the maximum number of days allowed for returning items, calculated from thedelivery date.-Fee for Return Order: Enter thereturn order fee, if applicable.-Return policies information: Enter the detailedreturn policies contentabout the conditions and process for returning goods.

Import Vendor

To import vendor from other systems:

• Step 1. Go to the Purchasemodule in the left sidebar and select Vendormenu
• Step 2. Click Import itemsbutton
• Step 3. To ensure successful import (correct format, full columns) you should download the template file by clicking Download a Samplebutton.
• Step 4. Enter the data you need to import into the downloaded file and save it.
• Step 5. Click the Choose Filebutton under Choose excel fileand choose a file
• Step 6. Click Import In case the import fails, the ERROR FILE DOWNLOAD button will be displayed. To see the import error, click Error file download to download the file and see the error==> Then go to the last column in the file (Error column) to see the exact error that caused the import of the item to fail

Vendor Detail

• Step 1. Go to the Purchasemodule in the left sidebar and select Vendormenu
• Step 2. Select a vendor and click View

Manage general information and transactions of a vendor.

Assign Admin

Used to assign staff to be in charge of vendor These employees will receive notifications for all vendor-related transactions: quotation sent from the vendor.

Step 1. Go tovendordetail ->Vendor adminstab -> click Assign Admin

Step 2. Select a or morestaffsand click Save