How to Manage Vendors?

Your vendor list is the address book of everyone you buy from — equipment sellers, spare-parts dealers, repair shops and service providers. For example, when you start buying cars from a new dealer, you add them once as a vendor with their phone, email, address and GST number, and from then on you can pick them on every purchase order, bill and expense.

How to add, edit, deactivate and reactivate a vendor

Vendors live under Customers → Vendors in the top menu (/vendors). Viewing the list needs the vendors.read permission and adding or editing vendors needs vendors.write (roles built with the older settings.read / settings.write permissions still work). The vendor list is available on every plan — it isn’t tied to the Purchases module.

Adding a New Vendor

  1. Go to Customers → Vendors. The List of Vendors opens.
  2. Click + Add Vendor in the top-right. The Add Vendor window opens.
  3. Fill in the vendor’s details:
Field Required Notes
Vendor Name Yes The supplier’s legal or display name, 2–100 characters.
Phone no. Yes 10–15 digits.
Email Yes Used to email purchase orders straight to the vendor.
Mobile no. No 10–15 digits.
Street Name Yes
District Name Yes
City Name Yes
Country Yes Pick from the list.
State Yes Pick from the list for the selected country.
Postal Code No 4–10 digits.
GST No. No Must be a valid 15-character GST number.
  1. Click Save Vendor. The vendor appears in the list as Active.

Adding a Vendor While You Work

You don’t have to leave what you’re doing to add a supplier. When you pick a vendor on a purchase order, a vendor bill, a vendor quote or an expense, type the name in the vendor field and click + New Vendor in the dropdown. A short New Vendor form asks for the name (plus optional mobile, email and GSTIN) and selects the new vendor for you. You can fill in the full address later from Customers → Vendors.

Finding a Vendor

The list shows each vendor’s Vendor Name, Email, Phone No., GST and Status. Use the search box to search by name, email, phone or GST number, and the filter to show only Active or Inactive vendors. Click the Vendor Name or Status column headers to sort.

Editing a Vendor

  1. In the List of Vendors, click the ⋮ menu in the vendor’s Actions column.
  2. Choose Edit. The Edit Vendor window opens with the current details.
  3. Make your changes and click Save Changes.

Deactivating and Reactivating a Vendor

You don’t delete a vendor you’ve stopped using — you mark them Inactive. Their past purchase orders, bills and payments stay exactly as they were, but they no longer show up when you pick a vendor for something new.

  1. Click the ⋮ menu in the vendor’s Actions column and choose Inactive.
  2. Confirm by clicking Inactive in the You are about to Inactive Vendor pop-up.

The vendor’s status changes to Inactive. To bring them back, open the same ⋮ menu and choose Active — you’ll see “vendor has been Active”.