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Vendor

The Vendor Master stores complete supplier information, including vendor details, contacts, addresses, tax ID, documents, and vendor codes. It is used to link vendors with inventory receipts and items, track stock purchases, and generate vendor-wise spending and inventory reports.

Complete the required fields marked with * before saving the vendor.

1. Vendor Details

Enter the basic information about the vendor.

Field Required Description
Vendor Type Yes Select the type/category of vendor.
Vendor Code Yes Enter or review the unique code used to identify the vendor.
Vendor Name Yes Enter the vendor's business or company name.
Federal Tax ID (EIN) No Enter the vendor's Federal Tax Identification Number (EIN), if applicable.

Steps

  1. Select the Vendor Type.
  2. Enter the Vendor Code.
  3. Enter the Vendor Name.
  4. Enter the Federal Tax ID (EIN) if required.
  5. Review the information before continuing.

Note: Fields marked with * are mandatory.

2. Contact Details

Add the people who can be contacted regarding the vendor.

Field Required Description
Contact Person Yes Enter the name of the vendor's contact person.
Phone No Enter the contact person's phone number.
Email Yes Enter the contact person's email address.
Designation No Select the contact person's designation or job title.

Add a Contact

  1. Enter the Contact Person.
  2. Enter the Phone number.
  3. Enter the Email address.
  4. Select the Designation, if applicable.
  5. Select ADD.
  6. The contact is added to the contact list.

The contact list displays:

  • Contact Person
  • Phone
  • Email
  • Designation
  • Action

If needed, use the available Action option to manage the contact entry.

3. Billing Address

Enter the address used for the vendor's billing information.

Field Required Description
Address No Enter the vendor's billing street address.
Country No Select the billing country.
State No Select the billing state or region.
City No Select the billing city.
Postal Code No Enter the billing postal/ZIP code.

Steps

  1. Enter the Address.
  2. Select the Country.
  3. Select the State.
  4. Select the City.
  5. Enter the Postal Code.
  6. Review the billing address.

4. Shipping Address

Enter the address where goods or shipments should be delivered.

Field Required Description
Address No Enter the vendor's shipping street address.
Country No Select the shipping country.
State No Select the shipping state or region.
City No Select the shipping city.
Postal Code No Enter the shipping postal/ZIP code.

Steps

  1. Enter the Address.
  2. Select the Country.
  3. Select the State.
  4. Select the City.
  5. Enter the Postal Code.
  6. Review the shipping address.

Tip: If the billing and shipping addresses are different, enter each address separately.

5. Documents

Add supporting documents related to the vendor.

Field Required Description
Document Type Yes Select the type of document being added.
Issue Date No Select the date on which the document was issued.
Expiry Date No Select the document's expiry date, if applicable.
Attachment No Upload the related document file.

Add a Document

  1. Select the Document Type.
  2. Select the Issue Date, if applicable.
  3. Select the Expiry Date, if applicable.
  4. Select the Attachment upload option and choose the required file.
  5. Select ADD.
  6. The document is added to the document list.

The document list displays:

  • Document Type
  • Issue Date
  • Expiry Date
  • Attachment
  • Action

Use the available Action option to manage the added document.

6. Save the Vendor

After entering all required information:

  1. Review the Vendor Details.
  2. Review the Contact Details.
  3. Check the Billing Address.
  4. Check the Shipping Address.
  5. Review the added Documents.
  6. Select UPDATE to save the vendor information.

Other Actions

  • RESET — Clears or resets the entered form values.
  • X (Close) — Closes the vendor form.

Quick Flow

Vendor Details → Contact Details → Billing Address → Shipping Address → Documents → UPDATE

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