Purpose
The Vendors module allows users to organize and track all vendor accounts, manage accounts payable, generate financial reports, and maintain detailed vendor information across all jobs, contracts, and procurement activities. Users can easily filter and view vendor accounts by balance, payables, and past due amounts, while tracking all related purchase orders, bills, expenses, and inventory purchases in one centralized location.
List View
View and manage all active vendor records with filtering, search, and reporting tools
- Create new vendor accounts
- Filter by payables, past due, and account hold status
- Generate vendor reports and 1099 forms
- Import/export vendor records
- Search and sort by vendor name, address, or balance
The button bar provides quick filtering options to view vendor subsets based on status, assignment, and financial conditions.
| Vendors | Shows total count of active vendor account records |
| Favorites | Filters to show only vendor records marked as favorites by the logged-in user |
| Payables | Filters vendors with unpaid bills across all jobs and contracts |
| Past Due | Filters vendor accounts with bills that are past their due date |
| Account Hold | Filters vendor accounts that have been marked with account hold status |
Search tools to quickly locate specific vendor records using name, address, or other criteria.
| Quick Search | Search by vendor account name, billing address, or shipping address to quickly find specific vendors |
| Advanced Filter | Access additional filtering options for more refined search criteria |
| Archive | View all archived vendor records that are no longer active |
| Column Sorting | Click column headers to sort records in ascending or descending alphabetical order |
Generate PDF reports for vendor lists, balances, payment history, and tax compliance. Select the PDF icon to access these report options.
| Basic | List of vendors with their primary contact information |
| Detailed | Comprehensive information for each vendor on a separate page, including addresses, contacts, and account details |
| Balance | Simple report showing the current payable balance for each vendor |
| Top Vendors | List of vendors ranked by total payment amounts to identify top suppliers |
| 1099 Report | Annual tax compliance report for contractor payments. Select a year to generate the 1099 form for tax reporting |
Bulk import vendor records from external files or export current vendor data for reporting and analysis.
| Import | Use the gear icon to download the import template, populate with vendor data, and upload the completed file to create multiple vendor records at once |
| Export | Select the export icon to download a CSV file of vendor records based on current filter settings |
Quick actions available for individual vendor records. Access these options by selecting the menu icon (≡) on any vendor record.
| Add as Favorite | Mark the vendor as a favorite for quick access via the Favorites filter |
| Email Capture Code | Generate a unique email address for capturing vendor communications directly into the record |
| Omit from List | Temporarily remove the vendor from the current filtered view |
| Delete Record | Permanently delete the vendor record from the system |
Batch actions and quick creation options available from the list view.
| Batch Actions | Select multiple vendor records to perform actions simultaneously, including Omit from list or Delete multiple records |
| New Button | Quickly create new contacts, vendors, or subcontractor accounts from the list view |
Selected Vendor
View and manage detailed vendor information, linked transactions, and related records
Button Bar
The button bar displays counts and provides quick access to all records linked to the selected vendor.
| Products/Services | Displays all Product/Service catalog records that have this vendor linked as a supplier |
| Purchase Orders | Displays all Purchase Orders created for this vendor across all jobs and contracts |
| Inventory | Displays all Inventory records received from this vendor |
| Expenses | Displays all field purchase Expenses charged to this vendor account |
| Bills | Displays all Bills (vendor invoices) received from this vendor |
Record Modes
The Overview mode displays the vendor's primary account information, addresses, activity log, and custom attributes.
Account Information
| Account Name | The vendor's official business name |
| Nickname | Alternative or abbreviated name for internal reference |
| Date | Date the vendor account was created or last modified |
| Primary email address for vendor communications | |
| Phone | Primary phone number for vendor contact |
Address Information
| Billing Address | Address where payments and correspondence should be sent |
| Shipping Address | Address where physical deliveries or pickups occur |
Activity & Custom Fields
| Activity Log | Chronological record of system and user entries for the selected vendor, including status changes, communications, and transactions |
| Attributes | Custom fields configured in the Attributes module for tracking vendor-specific data. These fields are filterable and searchable |
The Details mode provides access to archive settings and cross-module display options.
| Archive | Checkbox to archive the vendor account. Archived vendors are removed from active lists but retain all historical data and linked transactions |
| Client/Subcontractor Display | Toggle checkboxes to indicate whether this vendor should also appear in the Clients module or Subcontractors module. Useful for vendors who have multi-role relationships with your company |
Add and manage multiple contact persons associated with the vendor account. Store names, roles, phone numbers, email addresses, and notes for each contact.
Manage vendor credits and credit memos. Track credits issued by vendors for returns, overpayments, or billing adjustments that can be applied to future purchases.
Options
Access editing options and record management tools for the selected vendor.
Edit Card Fields
| Account Name | Edit the vendor's official business name |
| Nickname | Edit the alternative or abbreviated name for internal reference |
| Edit the primary email address for vendor communications | |
| Phone | Edit the primary phone number for vendor contact |
| Date Opened | Date the vendor account was created in the system |
| Billing Address | Edit the address where payments and correspondence should be sent |
| Shipping Address | Edit the address where physical deliveries or pickups occur |
| Account Hold | Mark the vendor account as on hold to prevent new purchase orders or bills from being created |
| Archive | Archive the selected vendor record to remove from active lists while retaining historical data |
| Generic | Toggle this vendor record as a "Generic" account. Typically used for cash purchases or when you do not want to store detailed payment information |
| Keywords | Manually enter important keywords associated with the vendor for enhanced searching and filtering |
| Clients/Vendors/Subcontractor | Toggle this record to display in any of these module types for multi-role relationships |
Record Management
| View All Counts | Display all active and archived vendor records in the button counts found in the Overview mode |
| Refresh (↻) | Refresh record counts with updated totals to reflect recent changes |
| Favorite | Save this vendor record as a favorite for quick access via the Favorites filter |
| Merge | Merge duplicate vendor records to consolidate all linked transactions, purchase orders, and bills into a single vendor account |
| Delete | Permanently delete the vendor record from the system |
Actions
Create new records linked to the selected vendor from the Actions menu.
| New Event | Create a new Event (calendar item) linked to this vendor for meetings, calls, or appointments |
| New Schedule | Create a new Schedule entry linked to this vendor for recurring tasks or appointments |
| New Expense | Create a new Expense (field purchase) record charged to this vendor |
| New PO | Create a new Purchase Order for this vendor |
| New Bill | Create a new Bill (vendor invoice) for this vendor to track amounts owed |
Frequently Asked Questions
Common questions and step-by-step guidance for working with vendors
Vendor Setup & Management
Create vendor accounts to track purchases, bills, and payables.
- Navigate to Directory → Vendors
- Select the New button
- Choose Vendor from the dropdown
- Enter the Account Name (required field)
- Add Nickname if you want an abbreviated reference name
- Enter Email and Phone contact information
- Add Billing Address for payments
- Add Shipping Address if different from billing
- Select Save to create the vendor account
Note: After creating the vendor, you can add multiple contacts in the Contacts mode and configure additional settings in the Details mode.
Address and phone searches are not available in the Vendors list view Quick Search for performance reasons. Use the global Search feature instead.
To search by address, phone, or email:
- Click the Workflow icon in the top navigation bar
- Select Search
- Enter your search term (address, phone number, or email)
- Click Phone / Email / Address to search across all records
- Or click Client / Vendor to search only within client and vendor records
Tip: The global Search feature also lets you search by Contact/Lead, and across specific modules like Jobs, Quotes, Bids, Contracts, Invoices, Bills, and more.
TRUE supports bulk importing vendor accounts using CSV files. Excel files (.xlsx) are not directly supported - you must use the CSV template provided by the system.
- Navigate to Directory → Vendors
- Click the Gear icon (⚙️) in the list view
- Select CSV Template to download the required format
- Open the template and add your vendor data, ensuring column headers remain unchanged
- Include Account Name, Email, Phone, Billing Address, and Shipping Address
- Save your file as CSV format (not Excel .xlsx)
- Return to the Vendors module
- Click the Gear icon (⚙️) and select Import Records
- Upload your completed CSV file and review the import results
Important: The Import feature only accepts CSV files that match the exact column structure of the CSV Template. Always download a fresh template before importing to ensure you have the correct format for your TRUE system version.
Understanding when to archive versus delete vendor records helps maintain data integrity.
Archive a Vendor:
- Removes vendor from active lists and searches
- Preserves all historical data, bills, purchase orders, and expenses
- Maintains financial reporting accuracy
- Can be reactivated if needed
- Recommended for vendors you no longer use but have historical transactions
Delete a Vendor:
- Permanently removes the vendor record from the system
- Cannot be recovered after deletion
- Only use for vendors created in error with no linked transactions
- System may prevent deletion if bills, purchase orders, or expenses exist
Warning: Always archive vendors instead of deleting them to preserve financial records and maintain audit trails.
Consolidate duplicate vendor accounts to maintain clean records and accurate reporting.
- Navigate to Directory → Vendors
- Open one of the duplicate vendor records
- Select Options → Merge
- Search for and select the other duplicate vendor record
- Choose which vendor record to keep as the primary
- Review the merge preview showing all linked records that will transfer
- Confirm the merge operation
Note: The merge process transfers all purchase orders, bills, expenses, inventory, and linked records from the duplicate to the primary vendor. This action cannot be undone.
Financial Tracking
Track outstanding vendor bills and payables using the Payables filter.
- Navigate to Directory → Vendors
- Select the Payables button in the button bar
- View all vendors with unpaid bills across all jobs and contracts
- For past due amounts, select the Past Due button instead
- Click on a vendor to see detailed bill information in the Bills button
Tip: Use the Balance report to generate a PDF showing current payable balances for all vendors at once.
The Account Hold feature prevents new financial transactions with a vendor while preserving existing records.
How Account Hold Works:
- Prevents users from creating new purchase orders for this vendor
- Prevents users from creating new bills for this vendor
- Does not affect existing purchase orders or bills
- Vendor appears in the Account Hold filter for easy identification
- Can be toggled on or off as needed
When to Use Account Hold:
- Payment disputes with the vendor
- Quality issues requiring resolution
- Temporary suspension of purchasing from this vendor
- Contract negotiations or renewal pending
- Credit limit concerns
To set Account Hold:
- Open the vendor record
- Select Options → Edit Card
- Check the Account Hold checkbox
- Select Save
Generate annual 1099 forms for tax compliance and contractor payment reporting.
- Navigate to Directory → Vendors
- Select the PDF icon to access reports
- Choose 1099 Report from the menu
- Select the tax year you want to report
- The system generates a PDF showing all vendor payments meeting 1099 thresholds
- Review the report for accuracy
- Download or print for tax filing purposes
Note: The 1099 report includes all bills and payments made to vendors during the selected calendar year. Verify vendor tax ID information is accurate before filing.
Linked Records & Transactions
View all purchase orders created for a specific vendor across all jobs and contracts.
- Navigate to Directory → Vendors
- Search for and select the vendor
- Select the Purchase Orders button in the button bar
- View the complete list of all purchase orders for this vendor
- Click on any purchase order to view detailed information
Tip: The Purchase Orders button displays a count showing the total number of purchase orders for this vendor. Similarly, use the Bills, Expenses, Inventory, and Products/Services buttons to view other linked records.
Associate catalog products/services with their supplier vendors for streamlined purchasing.
- Navigate to Catalog → Products / Services
- Search for and select the product or service
- Go to the Details mode
- Find the Vendor field
- Select the vendor from the dropdown list
- Enter vendor-specific pricing if applicable
- Select Save
Once linked, you can view all products associated with a vendor by:
- Opening the vendor record in Directory → Vendors
- Selecting the Products/Services button
View all inventory items received from a specific vendor across all purchases.
- Navigate to Directory → Vendors
- Search for and select the vendor
- Select the Inventory button in the button bar
- View all inventory items received from this vendor
- See item details including serial numbers, locations, and status
- Filter inventory by job, location, or status as needed
Note: Inventory is linked to vendors when purchase orders are received through the Receiving module. The vendor relationship is automatically established during the receiving process.
Cross-Module Features
TRUE ERP supports multi-role relationships where a single account can appear in multiple modules.
To enable multi-role display:
- Open the vendor record in Directory → Vendors
- Go to the Details mode
- Find the Client/Subcontractor Display section
- Check Display in Clients if this vendor is also a customer
- Check Display in Subcontractors if this vendor also does subcontract work
- Select Save
Benefits of multi-role setup:
- Single account maintains all relationship history
- Consolidated contact information and addresses
- Track both receivables and payables for the same company
- Appears in relevant module lists based on context
- Simplified account management
Tip: You can also set these toggles from the Edit Card by checking the Clients/Vendors/Subcontractor checkboxes.
The Generic setting is designed for cash purchases and one-time vendors where detailed payment tracking is not needed.
Use Generic vendors for:
- Cash purchases at retail stores
- One-time purchases from unknown suppliers
- Small miscellaneous expenses
- Purchases where you don't need to track payment history
- Vendors with minimal repeat business
To set a vendor as Generic:
- Open the vendor record
- Select Options → Edit Card
- Check the Generic checkbox
- Select Save
Note: Generic vendors still track expenses and bills for job costing purposes, but are typically excluded from detailed payment tracking and 1099 reporting.
Email Capture generates a unique email address for each vendor that automatically logs all correspondence to the vendor's activity log.
- Navigate to Directory → Vendors
- Select the menu icon (≡) on the vendor record
- Choose Email Capture Code
- Copy the unique email address provided
- Add this address to the BCC field when emailing the vendor
- All emails sent with this BCC address are automatically captured
- View captured emails in the vendor's Activity Log
Tip: Save the Email Capture address in your email client's address book for easy access when corresponding with the vendor.
Configuration & Administration
Access to the Vendors module is controlled by user permissions. If you cannot see or access this module:
- Contact your system administrator
- Request the Module Access (Vendors) permission (ID #1544)
- Once granted, you'll find the module in the Directory workflow
Note: Administrators can manage permissions in Settings → Users / Access → select user → Access tab.
The ability to delete vendors requires a specific security permission. If you cannot perform this action:
- Contact your system administrator
- Request the Delete (Clients / Vendors / Subcontractors) permission (ID #612)
- This permission is found in the General section of user access settings
Warning: Deleting vendors is permanent and cannot be undone. Consider archiving vendors instead to preserve historical data while removing them from active lists.
The ability to merge vendor records requires a specific security permission. If you cannot perform this action:
- Contact your system administrator
- Request the Merge Clients / Vendors / Subcontractors permission (ID #1647)
- This permission is found in the Clients section of user access settings
Note: The merge operation consolidates all purchase orders, bills, expenses, and linked records from the duplicate vendor into the primary vendor account. This action cannot be undone.
The ability to export vendor records requires a specific security permission. If you cannot perform this action:
- Contact your system administrator
- Request the Export (Clients / Vendors / Subcontractors) permission (ID #1560)
- This permission is found in the General section of user access settings