The button bar provides quick filtering options to view vendor subsets based on status, assignment, and financial conditions.

Search tools to quickly locate specific vendor records using name, address, or other criteria.

Generate PDF reports for vendor lists, balances, payment history, and tax compliance. Select the PDF icon to access these report options.

Bulk import vendor records from external files, export current vendor data, or generate 1099-NEC filings. Select the gear icon (⚙️) in the list view to access these options.

Quick actions available for individual vendor records. Access these options by selecting the menu icon (≡) on any vendor record.

Batch actions and quick creation options available from the list view.

The button bar displays counts and provides quick access to all records linked to the selected vendor.

The Overview mode displays the vendor's primary account information, addresses, activity log, and custom attributes.

Account Information

Address Information

Activity & Custom Fields

The Details mode stores additional accounting, tax, and integration fields for the vendor.

Add and manage multiple contact persons associated with the vendor account. Select the + icon to add a new contact.

One contact can be flagged Primary to identify the main point of contact for the vendor.

Manage vendor credits and credit memos. Track credits issued by vendors for returns, overpayments, or billing adjustments that can be applied to future purchases. Each credit's Accounting column shows its sync status (Synced, Pending, or Unapproved). Select the menu icon (≡) on a credit row for additional options.

Access editing options and record management tools for the selected vendor.

Edit Card Fields

Record Management

Create new records linked to the selected vendor from the Actions menu.

Configured in Settings → Users / Access.

These permissions are shared across the Clients, Vendors, and Subcontractors modules. Configured in Settings → Users / Access.

These settings in Settings (Gear icon) → Company Preferences → Clients / Vendors / Sub change how the Vendors module behaves. If a button or field described in this article is missing or behaves differently, check the matching preference below.

Create vendor accounts to track purchases, bills, and payables.

1. Navigate to Directory → Vendors
2. Select the New button
3. Choose Vendor from the dropdown
4. Enter the Account Name (required field)
5. Add Nickname if you want an abbreviated reference name
6. Enter Email and Phone contact information
7. Add Billing Address for payments
8. Add Shipping Address if different from billing
9. Select Save to create the vendor account

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:

1. Click the Workflow icon in the top navigation bar
2. Select Search
3. Enter your search term (address, phone number, or email)
4. Click Phone / Email / Address to search across all records
5. Or click Client / Vendor to search only within client and vendor records

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.

1. Navigate to Directory → Vendors
2. Click the Gear icon (⚙️) in the list view
3. Select CSV Template to download the required format
4. Open the template and add your vendor data, ensuring column headers remain unchanged
5. Include Account Name, Email, Phone, Billing Address, and Shipping Address
6. Save your file as CSV format (not Excel .xlsx)
7. Return to the Vendors module
8. Click the Gear icon (⚙️) and select Import Records
9. Upload your completed CSV file and review the import results

Understanding when to archive versus delete vendor records helps maintain data integrity.

Consolidate duplicate vendor accounts to maintain clean records and accurate reporting.

1. Navigate to Directory → Vendors
2. Open one of the duplicate vendor records
3. Select Options → Merge
4. Search for and select the other duplicate vendor record
5. Choose which vendor record to keep as the primary
6. Review the merge preview showing all linked records that will transfer
7. Confirm the merge operation

Track outstanding vendor bills and payables using the Payables filter.

1. Navigate to Directory → Vendors
2. Select the Payables button in the button bar
3. View all vendors with unpaid bills across all jobs and contracts
4. For past due amounts, select the Past Due button instead
5. Click on a vendor to see detailed bill information in the Bills button

The Account Hold feature prevents new financial transactions with a vendor while preserving existing records.

Generate annual 1099 forms for tax compliance and contractor payment reporting.

1. Navigate to Directory → Vendors
2. Select the PDF icon to access reports
3. Choose 1099 Report from the menu
4. Select the tax year you want to report
5. The system generates a PDF showing all vendor payments meeting 1099 thresholds
6. Review the report for accuracy
7. Download or print for tax filing purposes

View all purchase orders created for a specific vendor across all jobs and contracts.

1. Navigate to Directory → Vendors
2. Search for and select the vendor
3. Select the Purchase Orders button in the button bar
4. View the complete list of all purchase orders for this vendor
5. Click on any purchase order to view detailed information

Associate catalog products/services with their supplier vendors for streamlined purchasing.

1. Navigate to Catalog → Products / Services
2. Search for and select the product or service
3. Go to the Details mode
4. Find the Vendor field
5. Select the vendor from the dropdown list
6. Enter vendor-specific pricing if applicable
7. Select Save

Once linked, you can view all products associated with a vendor by:

1. Opening the vendor record in Directory → Vendors
2. Selecting the Catalog button

View all inventory items received from a specific vendor across all purchases.

1. Navigate to Directory → Vendors
2. Search for and select the vendor
3. Select the Inventory button in the button bar
4. View all inventory items received from this vendor
5. See item details including serial numbers, locations, and status
6. Filter inventory by job, location, or status as needed

Yes, you can set a record to display in multiple modules at once if it serves different roles in your organization — the Edit Card's Clients / Vendors / Subcontractors selector is a set of independent toggles, not a single-select choice.

1. Open the record in Directory → Vendors
2. Select Options → Edit
3. In the Clients / Vendors / Subcontractors selector, check every module this record should display in
4. Select Done

The Generic setting is designed for cash purchases and one-time vendors where detailed payment tracking is not needed.

Email Capture generates a unique email address for each vendor that automatically logs all correspondence to the vendor's activity log.

1. Navigate to Directory → Vendors
2. Select the menu icon (≡) on the vendor record
3. Choose Email Capture
4. Copy the unique email address provided
5. Add this address to the BCC field when emailing the vendor
6. All emails sent with this BCC address are automatically captured
7. View captured emails in the vendor's Activity Log

Access to the Vendors module is controlled by user permissions. If you cannot see or access this module:

1. Contact your system administrator
2. Request the Module Access (Vendors) permission (ID #1544)
3. Once granted, you'll find the module in the Directory workflow

The ability to delete vendors requires a specific security permission. If you cannot perform this action:

1. Contact your system administrator
2. Request the Delete (Clients / Vendors / Subcontractors) permission (ID #612)
3. This permission is found in the General section of user access settings

The ability to merge vendor records requires a specific security permission. If you cannot perform this action:

1. Contact your system administrator
2. Request the Merge Clients / Vendors / Subcontractors permission (ID #1647)
3. This permission is found in the Clients section of user access settings

The ability to export vendor records requires a specific security permission. If you cannot perform this action:

1. Contact your system administrator
2. Request the Export (Clients / Vendors / Subcontractors) permission (ID #1560)
3. This permission is found in the General section of user access settings