6.1. Vendors

Manage information about goods/service suppliers.

Add Vendor:

• Select to add new vendor

• Fill in vendor information (Contact person, company, phone, email, address, etc.)

• Select to save new vendor

• View vendor: Select to view vendor details

• Overview: Displays overview information of the vendor and cost items related to the vendor

Notes:

Create notes related to the vendor

• Add note

• Select to add note

• Enter title, select note type, and fill in note content

• Select to save the note

• Note actions:

• Select to view note details

• Select to edit note

• Select to delete note

• Export to Excel: Select to export notes to Excel

Contacts:

Manage vendor contacts (e.g. accounting, sales, etc.)

• Add contact

• Select to add new contact

• Fill in contact information: Full name, designation, phone, email (Name and email are required)

• Select to save and create new contact

• Contact actions:

• Select to edit contact information, make changes, then select to update

• Select to delete contact information, then confirm deletion

• Export to Excel: Select to export vendor contact information to Excel

Purchase Orders:

Manage purchase orders with the vendor

• Create new purchase order

• Select to create new purchase order

• Fill in order information:

• General info: Order date, expected delivery date, tax calculation method, shipping address, etc.

• Product information: Add products, enter quantity, price, tax

• Other information: discount, notes, etc.

• Order save options:

• Select to save the purchase order

• Select to save and send order information to the vendor

• Select to save and mark order as sent to vendor

• Select to save as draft

• Purchase order actions:

• View: select to view order details

• Download: select to download order PDF

• View PDF: select to view order as PDF

• Send: select to send order to vendor

• Mark as sent: select to mark order status as sent to vendor

• Edit: select to edit order information

• Convert to Bill: select to convert order to Bill, customize Bill details and save (two save options: draft or open)

• Delete: select to delete the order, then confirm

• Export to Excel: Select to export order information to Excel

Bills:

• Create Bill

• Select to create Bill

• Fill in information: Bill number, Bill date, select purchase order, notes (if any)

• Select to save Bill: two save options – draft and open

• Bill actions:

• View: select to view Bill details

• Edit: select to edit Bill information, then save

• Send: select to send Bill to vendor

• Download: select to download Bill PDF

• View PDF: select to view Bill as PDF

• Add Payment: select to proceed to Bill payment

Payments:

• Create payment for vendor

• Select to create payment for vendor

• Fill in information:

• Payment date, payment account, amount paid

• Bill details will show Bills with 'Open' or 'Partially Paid' status – enter payment amount for vendor

• Option to send information via email to vendor and add notes if any

• Select to save vendor payment

• After completing payment, Bill statuses will update based on amount paid: Partially Paid, Paid

• Payment actions:

• View: Select to view vendor payment details

• Download: Select to download vendor payment slip

• History: Records the history of actions with the vendor: adding/updating Bills, purchase orders, payments, etc.

Edit Vendor:

• Select in action column then select to edit vendor information

• Change necessary information

• Select to save changes

Delete Vendor:

• Select in action column then select to delete vendor

• Select to confirm deletion