Vendors

What is a Vendor?

A Vendor is a supplier, service provider, or any external party you purchase from. Track your vendor relationships, purchase orders, and payments in one place.

Creating Vendors

1. Go to Vendors → Click + New Vendor
2. Fill in:
   • Vendor Name — Company/individual name
   • Contact Person — Primary contact at the vendor
   • Email — Vendor's email
   • Phone — Contact number
   • Website — Vendor's website
   • Category — Type of vendor (Supplier, Contractor, Consultant, etc.)
   • Status — Active, Inactive, Pending
   • GST / Tax Number — For compliance
   • Payment Terms — Net 30, Net 60, Advance, etc.
   • Address — Billing and shipping address

Vendor Fields

Field	Description
Vendor Name	Company or individual name
Contact Person	Primary point of contact
Email	Vendor email address
Phone	Contact number
Category	Vendor type/classification
Status	Active, Inactive, Pending, Blacklisted
Payment Terms	Standard payment arrangement
GST Number	Tax registration
Bank Details	For payment processing
Rating	Performance rating (1-5 stars)
Notes	Internal notes about this vendor

Vendor Actions

• Create Purchase Order — Order goods/services from this vendor
• View Purchase History — All past orders and invoices
• Send Email — Communicate directly
• Add Note — Internal team notes
• Upload Documents — Contracts, agreements, certifications

Purchase Orders

Creating a Purchase Order

1. From a Vendor → Click Create Purchase Order
2. Or go to Purchase Orders → + New PO
3. Fill in:
   • Vendor (select from list)
   • PO Number (auto-generated)
   • Order date and expected delivery date
   • Line items (product, qty, rate)
   • Terms and conditions
   • Shipping address

PO Lifecycle

Draft → Sent to Vendor → Acknowledged → Partially Received → Fully Received → Closed

Receiving Goods

1. Open the PO → Click Receive
2. Enter quantities received per item
3. Note any discrepancies
4. PO status updates automatically

Vendor Performance

Track vendor reliability:

• On-time delivery rate — % of orders delivered by expected date
• Quality score — Based on returns/rejections
• Pricing competitiveness — Compare across vendors
• Response time — How quickly they acknowledge orders

Vendor Comparison

Compare vendors for the same product/service:

• Price per unit
• Lead time (order to delivery)
• Minimum order quantity
• Payment terms
• Quality history
• Location/shipping options

Tips

• Rate your vendors — Helps choose the best option for new orders
• Track payment terms — Avoid late payment penalties
• Keep documents updated — Contracts, licenses, certifications
• Review annually — Renegotiate terms with top vendors
• Maintain alternatives — Always have backup vendors for critical supplies