Vendors / Supplier

📦 The Vendor (Supplier) Module helps businesses keep track of supplier details, tax information, and related documents in one place. It ensures that all supplier records are accurate, organized, and easy to access. The Vendor master is also shared with the Asset module’s Vendor selector.

🔍 Purpose

• Maintain a centralized database of all vendors / suppliers.
• Store both basic details (name, contact info) and compliance details (PAN, GSTIN, TAN).
• Upload and manage important documents like contracts or certifications.
• Keep supplier records updated and audit-ready.

🎯 Benefits of the Vendor Module

• Centralized, well-structured supplier database.
• Two entry points: Vendor Module or Expense entry.
• Easy access to both contact details and legal / tax information.
• Reduces compliance risk and avoids duplicate data.
• Saves time during audits and vendor communication.

✅ Prerequisites

• Ensure you have basic business details (trade name, address, contact info).
• Keep tax identification numbers (PAN, GSTIN, TAN if applicable) handy.
• Prepare digital copies of agreements, certifications, or ID proofs for upload.
• Decide whether the vendor is being added via the Vendor Module or directly through an Expense entry.

🛠️ Adding a New Supplier

There are two ways to add a vendor:

Method 1 — From the Vendor Module (Direct Method)

• Open Finance → Vendors from the main menu.
• Click ➕ Add.
• Fill in the required details:
  • 🏷️ Basic Information
    • Trade Name – Supplier’s business or trade name (use the exact name as on the GST certificate).
    • Service Type – Nature of service or goods provided.
    • Address – Full business address (City, State, Country, Pincode).
    • Email & Alternate Email – Primary and backup communication addresses.
    • Phone & Alternate Phone – Contact numbers.
  • 🧾 Tax Information
    • PAN Number – Permanent Account Number.
    • GSTIN – Goods & Services Tax Identification (if applicable).
    • TAN Number – Tax Deduction Account Number (if applicable).
  • 📎 Additional Information
    • Notes – Add any remarks or extra information (e.g., payment terms, credit period).
    • Documents – Upload contracts, certifications, or ID proofs.
• Click 💾 Save to store the record.

Method 2 — From the Expense Module (Quick / Inline Method)

1. While adding a new Expense, if the vendor is not listed, click ➕ next to the Vendor dropdown to create one inline.
2. The vendor will automatically be saved into the Vendor database for future use, and selected on the current Expense form.

✏️ Editing & Managing Suppliers

• Use Edit to update supplier details when needed.
• Edits propagate system-wide for all past and future records linked to this vendor.
• Uploaded documents can be replaced if new contracts or IDs are received.
• Review supplier records regularly for compliance.

🚫 Delete

• Delete is blocked when the vendor is referenced by any Expense, Asset, or other transaction.
• To “deactivate” a vendor without deleting, move it to Status = Inactive (if available) or simply stop using it for new records.

⚠️ Important Notes

• ❌ Vendors cannot be deleted if linked to any past transaction (expense, bill, or payment).
• ✏️ Editing vendor details (like name or tax numbers) updates system-wide for all past and future records.
• 📂 Always upload valid, signed agreements to avoid disputes later.
• 🔒 Access to vendor tax details may be restricted by user permissions for data security.

🌟 Best Practices

• Always add the official trade name as per GST / PAN records to avoid compliance mismatches.
• Use the Notes field to store special payment terms or credit period information.
• Regularly audit vendor records to ensure tax IDs are correct and active.
• Keep vendor categorization (Service Type) consistent for better reporting & analytics.
• Attach important documents (agreements, GST certificate, PAN card) at the time of entry for quick retrieval later.