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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

Use this tab to enter the vendor's main business information.

Field Required Description
Vendor Type Yes Identifies the type or category of the vendor.
Vendor Code Yes Provides a unique system identifier for the vendor.
Vendor Name Yes Enter the official name of the supplier or service provider.
Federal Tax ID (EIN) No Enter the vendor's Federal Tax Identification Number (EIN), if applicable.

Note: Fields marked with * are mandatory.

2. Contact Details

Use this tab to add people who can be contacted at the vendor company.

You can add more than one contact. Each contact email must be unique within the vendor's contact list.

Field Required Description
Contact Person Yes Stores the name of a person who can be contacted at the vendor company.
Phone No Stores the contact person's phone number.
Email Yes Stores the contact person's email address.
Designation No Stores the contact person's job title.
  1. Enter the Contact Person.
  2. Enter the Phone number.
  3. Enter the Email address.
  4. Select the Designation, if applicable.
  5. Tap 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

Use this tab to enter the address used for vendor billing and financial documents.

Field Required Description
Address No Stores the vendor's billing street or full address.
Country No Identifies the billing country.
State No Identifies the billing state or province.
City No Identifies the billing city.
Postal Code No Stores the billing postal or ZIP code.

4. Shipping Address

Use this tab to enter the address where goods or services are delivered.

Field Required Description
Address No Stores the vendor's shipping or delivery address.
Country No Identifies the shipping country.
State No Identifies the shipping state or province.
City No Identifies the shipping city.
Postal Code No Stores the shipping postal or ZIP code.

5. Documents

Use this tab to store documents related to the vendor.

You can add multiple documents for one vendor.

Field Required Description
Document Type Yes Identifies the type of vendor document.
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.
  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. Tap 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 SAVE to save the vendor information.

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