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Vendors — User Guide

Vendors — User Guide

Module: Accounting
Audience: Accounts payable staff, administrators
Version: 1.0.0
Last updated: 2026-07-22

Overview

Accounting → Vendors is where you maintain supplier records when the Purchase module is not installed. If Purchase is active, use Purchase → Vendors instead — the Accounting vendors menu is hidden, but the same supplier data is used behind the scenes.

Vendors are used on bills, expenses, and payables reporting.

Prerequisites

Role Typical permissions
View vendor list Accounting Vendors → View
Add or import vendors Accounting Vendors → Create
Edit vendor profiles Accounting Vendors → Edit
Delete vendors Accounting Vendors → Delete

The menu appears only when Purchase is inactive and you have View permission.

Step-by-step: View vendors

  1. Go to Accounting → Vendors.
  2. Browse the list: name, phone, address, who added the record, and date created.
  3. Open a vendor by clicking the company name.

Step-by-step: Add a vendor

  1. Click New vendor.
  2. Complete the profile (company name, vendor code, contact details, addresses, currency as needed).
  3. Save.

You are returned to the vendor list when the record is created.

Step-by-step: Edit a vendor

  1. Open the vendor from the list.
  2. Update fields on the Profile tab.
  3. Use the Expenses tab (when available) to review related bills.
  4. Save changes.

Step-by-step: Import vendors

  1. Click Import vendors.
  2. Prepare an Excel file with at least Vendor code and Company columns (plus optional address and tax fields per the sample).
  3. Upload the file and run Import.
  4. Download the error report if any rows fail (often duplicate vendor codes).

Step-by-step: Delete a vendor

  1. Use the delete action on the vendor row, or select rows → Bulk actions → Mass delete → Confirm.

If the vendor is linked to bills or other transactions, deletion is blocked with a warning. Remove or reassign those records first.

Field reference

Field Description
Vendor code Unique supplier identifier
Company Display / legal name
VAT, phone, address Contact and tax details
Billing / shipping Separate address blocks for documents
Default currency Currency for vendor transactions
Balance / as of Optional opening balance (advanced)

Common issues

Symptom Likely cause What to do
No Vendors menu Purchase module is active Use Purchase → Vendors
Cannot add vendor Missing Create permission Request Accounting Vendors → Create
Bulk delete unavailable UI checks a different permission Delete rows individually or ask admin
Import rejects rows Duplicate vendor code Fix codes in the file
Cannot delete vendor Bills or transactions exist Clear dependencies or deactivate usage

Related features

  • Bills — payables tied to vendors
  • Purchase module — full procurement vendor UI when installed
  • Setting → Mapping setup → Purchase — GL mapping when Purchase is active
  • Transaction — convert purchase-related documents when Purchase is active

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