Create a New Vendor

Set up the information for a new vendor.

  1. Click on the “Financials” tab on the vertical Dashboard menu at the left side of the screen.
  2. Click on the “Vendors” tab.
  3. In the “VENDORS” window that opens, click on the “+Add New Vendor” button at the top right.
  4. In the “ADD VENDOR DETAILS” window that opens, type a descriptive name for the vendor in the “Vendor Name” box.
  5. Note that all data categories on the “ADD VENDOR DETAILS” window are optional except for “Vendor Name” and “Default Account.”
  6. Type or paste an optional alternate name for the vendor in the “Display Name” box.
  7. Click on the “Default Account” dropdown menu and select the appropriate parent account or sub-account from the list.
  8. If the “Default Account” dropdown menu does not include the appropriate account for this vendor, click on the “+Add New Account” button to open the “ADD ACCOUNT” window and create the account.
  9. Enter the name of your primary vendor contact in the “Contact Name” box.
  10. Enter the e-mail address of your primary vendor contact in the “Contact Email Address” box.
  11. Enter the vendor’s main phone number in the “Phone Number” box.
  12. Enter an additional phone number for the vendor in the “Secondary Phone Number” box.
  13. If the vendor has assigned an alphanumeric code or number to your organization, enter it in the “Reference Number” box.
  14. In the “EIN” box, enter the Employer Identification Number assigned to the vendor by the IRS.
  15. If you need to track transactions with this vendor to calculate the amount to enter an IRS Form 1099 so the vendor can report the income, activate the “Track for 1099” checkbox.
  16. Enter the vendor’s web address in the “Website URL” box.
  17. If your organization typically works with a specific vendor department, enter its name in the “Department” box.
  18. Click on the “Country” dropdown menu and select the country that applies to the vendor’s address.
  19. Enter up to two lines of address information, along with the city, state/province/region, and ZIP or Postal Code.
  20. Enter other comments and information about the vendor in the “Additional Notes” box.
  21. In the “File Attachments” section, click on the “Add File Attachments” link. Locate the file you want to upload. Click on the name of the file to select it, or Shift-click to select multiple documents. Click on the “Open” button to continue. You can upload a file up to 15 MB in size. Repeat this process to add more files.
  22. To add a vendor logo or other graphic, click on the “Browse” button for the “Vendor Image” box and locate the image file on your computer. You can upload a GIF, JPG, or PNG file up to 15 MB in size.
    • Click and drag inside the blue selection-area box to position it over the portion of the image that you want to display as the logo. Click and drag any of the blue dots on the corners and edges of the blue box to enlarge or reduce the selected area. On a laptop trackpad or scroll-wheel mouse, zoom in or out to change the display size of the image. You also can click and drag outside the default blue box to draw a new selection area.
    • When you are happy with your selection, click on the “Save Image” button. To abandon your changes, click on the “Cancel” button, press the “Esc” key, or click on the “X” in the top right corner of the “ADD IMAGE” window.
  23. When you are happy with your vendor setup, click on the “Save” button.
  24. To exit the “ADD VENDOR DETAILS” window without creating a vendor, click on the “Cancel” button, press the “Esc” key, or click on the “X” in the top right corner of the window.