Add and manage vendors
A vendor is a business you buy from. Save them once with their payment terms, pick them on every bill, and archive the ones you no longer use.
A vendor (also called a supplier) is a business or person who sends you bills: your material supplier, a subcontractor, your phone company. A bill is an invoice someone sends you. Saving the vendor means each bill you record can be tied to who it came from, its due date can be set from their payment terms, and reports can show what you spend with each one.
To open the list, in the menu on the left, under Purchases, choose Vendors. The page has two parts: Vendors at the top and Expense Categories below.
The Vendors list
- Columns: Name, Contact, Email and Terms.
- Actions on each row: Edit, Archive (Restore on an archived vendor), and for the owner and admins, Delete on a vendor with no bills. When a row has three actions, Edit stays on the row (Restore, on an archived vendor) and the others are in the More actions menu (the three dots).
- Show Archived at the top: tick it to also list archived vendors, marked Archived, each with Restore.
- Search: type in Search name, contact or email.
- Filter: the All terms list shows only vendors with the payment terms you choose.
- Sort by choosing a column heading; 20 rows show per page, changeable under Rows per Page.
- An empty list says No vendors yet and Add a vendor here, or from the bill form when you record a bill, with an Add Vendor button.
Add a vendor
- In the menu on the left, choose Vendors.
- Choose New Vendor. A form headed New Vendor opens.
- Type the vendor's Name.
- Choose their Payment Terms and fill in any other boxes you want to keep.
- Choose Add Vendor. The message Vendor added appears and the vendor is in the list.
Add a vendor while recording a bill
- On the bill form, beside Vendor, choose + New Vendor.
- Type the Vendor name.
- Choose Add Vendor. The message Vendor added appears and the new vendor is chosen on the bill. If the Due Date is empty, it is filled in from the new vendor's Net 30 terms, as when you pick any vendor. Choose Cancel instead to close the box without adding anyone.
A vendor added this way has just a name, with Net 30 terms. Fill in the rest later with Edit on the Vendors screen. When you scan a bill from a seller who is not in your list, Todah shows the name it read with an Add as New Vendor button, and the name is filled in for you.
What each box means
| Name | The vendor's business name. Required: without it, the message Add the vendor's name, as it appears on their bills. appears under the box. |
|---|---|
| Contact | The person you deal with there. Optional. |
| Their email address, checked the same way as a client's. Optional. It is for your records. | |
| Phone | Their phone number, tidied to (403) 555-0100 for Canada and the US. Optional. |
| Payment Terms | How long you have to pay them: None, Due on receipt, Net 7, Net 15, Net 30, Net 45, Net 60 or Net 90. A new vendor starts at Net 30. When you pick this vendor on a bill, the bill's due date is set from these terms. A vendor saved earlier with terms in its own words keeps them as an extra choice in the list. |
| Tax Number | The vendor's GST/HST registration number, for your records. Keep it if you claim the GST/HST they charge you. |
| Address | Street Address, Unit, Suite or Attention, City, Province, Postal Code and Country, checked the same way as a client's address. Optional, but if you start it the street and city are required. |
| Notes | Anything your team should know: an account number, the rep's cell, delivery days. Only your team sees notes. |
How terms set a bill's due date
- On the bill form, choose the Vendor. If the Due Date is empty, Todah fills it in: the Issue Date plus the vendor's terms. Net 30 on a bill issued 1 June gives 1 July. Due on receipt gives the issue date itself.
- If the Issue Date is empty, today's date is used. Change the Issue Date afterwards and the due date moves with it.
- A due date you type yourself, or one read from a scanned bill, is kept: choosing a vendor never overwrites it.
- A vendor with None, or terms in its own words, leaves the due date for you to fill in.
Change, archive or delete a vendor
- Change: choose Edit on the vendor's row, make your changes and choose Save Changes.
- Archive: choose Archive. The vendor leaves the list and the Vendor list on the bill form; every bill from them is kept and still shows their name. When you edit one of those bills, the archived vendor stays chosen on it, so saving keeps it. Anyone on your team can archive. The message Vendor archived. Tick Show Archived to see it again. appears.
- Restore: tick Show Archived, then choose Restore on the vendor's row.
- Delete: for a vendor added by mistake, with no bills. Only the owner and admins can delete. Choose Delete and confirm Delete this vendor for good? This cannot be undone. A vendor with bills cannot be deleted; Todah says so and suggests Archive.
Good to know: When you scan a bill, Todah matches the vendor name it reads to a vendor in this list. If there is no match it tells you the name it read, and you pick a vendor or choose Add as New Vendor.
See also
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