To add a new Vendor, navigate to Accounts Payable > Vendors.
The Vendors list is displayed. Click the New Vendor button.
The New Vendor form is displayed. There are required fields that must be populated to create the new vendor: Vendor Number, Name, GL Account, and Term. Each of the data entry fields are explained below.
Data Entry Fields
Data entry fields preceded by an asterisk are required.
- *Vendor Number: This is an alphanumeric field and you can use any numbering system desired. Maximum of 15 characters allowed.
- *Vendor Name: Enter the name of the vendor. Maximum of 25 characters allowed.
- Payable To: If printing A/P checks, this is the name that will appear in the Payable To on the check. Maximum of 25 characters allowed.
- Memo: Any text entered into this field will print on the memo line of all A/P checks for the vendor. Maximum of 25 characters allowed.
- Mailing Address: Typically, this is the physical address of the vendor. On address line 1 and 2, you can enter up to 50 characters.
- *GL Account: From the drop-down list, select the default expense or cost of goods sold account that will be used when entering bills and credits.
- 1099 Eligible: If you will need to send the vendor a 1099, set this toggle button to Yes.
- Primary Phone: Enter the primary phone number for the vendor. Ten characters allowed in this format: area code-prefix-suffix.
- Other Phone: Enter an alternate phone number for the vendor. Ten characters allowed in this format: area code-prefix-suffix.
- Fax Number: Enter the fax phone number for the vendor. Ten characters allowed in this format: area code-prefix-suffix.
- Email: Enter the primary email address for the vendor. Typically, this would be used for billing related emails.
- Customer Number: This is your customer account number with the vendor.
- Web Page: Enter the URL for the vendor’s main web page.
- *Term: From the drop-down list, select the default term code to be used when entering bills.
- Taxpayer ID Number: You can enter either a federal tax ID or a social security number, depending on how the vendor is doing business.
- Remittance Address: When printing A/P checks, this is the address that will print on the check. On address line 1 and 2, you can enter up to 50 characters.
- Sales Phone: Enter the sales department phone number for the vendor. Ten characters allowed – format: area code-prefix-suffix.
- Sales Email: Enter the primary email address for the sales department.
- Support Phone: Enter the support department phone number for the vendor. Ten characters allowed – format: area code-prefix-suffix.
- Support Email: Enter the primary email address for the support department.
- Comments: This is a free-form text field for recording miscellaneous information related to the vendor. Maximum of 250 characters allowed.
When finished, click the Create button at the upper right of the page.