Purpose
The Vendors module allows users to organize and track all vendor accounts, generate reports, and quickly add new accounts. Users can easily filter, sort, and view vendor accounts by balance, receivables, and past due at a glance.
Vendors Module List View
The Vendors module home page or "list view" displays all active Vendor records within the system, allowing users to create new records, run reports, import a vendor list, search and filter vendors, and quickly access various functions.
Button Bar
Located at the top of the screen, the button bar displays:
| Button Label | Description |
|---|---|
| Vendors | Shows total number of active vendor account records. |
| Favorites | Filters 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 past due bills. |
| Account Hold | Filters vendor accounts marked on hold. |
Search & Filter Options
- Quick Search: Quickly search for a specific vendor account name, or billing or shipping address.
-
Blue Quick Filter Options:
- Advanced Filter: Provides additional filtering options.
- Archive: Filters all archived vendor records.
- Column Sorting: Sort by column headers (ascending or descending alphabetically).
Generate Reports
Select the PDF icon to generate the following reports:
- Basic: List of vendors with their contact information.
- Detailed: Comprehensive information for each vendor on a separate page.
- Balance: Simple report showing the current balance for each vendor.
- Top vendors: List of all vendors with the most amounts of payments.
- 1099 Report: Select a year to create a 1099 report.
Import / Export Records
- Import: Use the "⚙️" icon to download the import template and upload completed documents.
- Export: Select the export icon to download a CSV file of vendor records.
Record Options
Select the ≡ icon on a record to:
- Add as a favorite
- Obtain an Email Capture code
- Omit from the current filtered list
- Permanently delete the record
Additional Features
- Batch Actions: Perform actions on multiple records simultaneously (Omit, Delete).
- New Button: Quickly create new contacts, vendors, or subcontractor accounts.
Selected Vendor
Button Bar
| Button Label | Description |
|---|---|
| Products/Services | Displays all Product/Service records with this linked Vendor. |
| Purchase Orders | Displays all Purchase Orders with this linked Vendor. |
| Inventory | Displays all Inventory records with this linked Vendor. |
| Expenses | Displays all Expenses with this linked Vendor. |
| Bills | Displays all Bills with this linked Vendor. |
Overview Mode
- Account Name: Displays the vendor's account name.
- Nickname: Alternative name for the vendor.
- Date: Shows the date the account was created or last modified.
- Email: Primary email address for the vendor.
- Phone: Primary phone number for the vendor.
- Billing Address: Vendor's billing address.
- Shipping Address: Vendor's shipping address.
- Activity Log: System and user entries for the selected Vendor record.
- Attributes: Custom fields, modified in the “Attributes” module. Filterable and searchable.
Details Mode
- Archive: Checkbox to archive a vendor account.
- Client/Subcontractor Display: Indicate if the vendor should also display in the Clients or Subcontractors module.
Contacts Mode
Add and manage contacts associated with the vendor account.
Credits Mode
Manage credits associated with the vendor account.
Options
-
Edit Card
- Account Name: Displays the vendor's account name.
- Nickname: Alternative name for the vendor.
- Email: Primary email address for the vendor.
- Phone: Primary phone number for the vendor.
- Date Opened:Shows the date the account was created
- Billing Address: Vendor's billing address.
- Shipping Address: Vendor's shipping address.
- Account Hold: Mark vendor accounts as on hold.
- Archive: Archives the selected Vendor record.
- Generic: Toggles this Vendor record as a “Generic” account. Typically used if you do not want to store payment information.
- Keywords: Manually enter important keywords associated with the vendor.
- Clients/Vendors/Subcontractor: Toggle this record as any of these record types.
- View All Counts: Display all Active and Archived Vendor records in the Buttons found in the Overview mode.
- ↻: ↻ counts with updated totals.
- Favorite: Save this record as a favorite.
- Merge: Merge duplicate Vendor records.
- Delete: Permanently delete the vendor record.
- Track products/services, purchase orders, inventory, expenses, and bills associated with vendors.
Actions
- New Event: Create an Event linked to this Vendor.
- New Schedule: Create a Schedule linked to this Vendor.
- New Expense: Create an Expense linked to this Vendor.
- New PO: Create a PO linked to this Vendor.
- New Bill: Create a Bill linked to this Vendor.