Vendor Management

Vendor reports show data about all your registered vendors and their opening and closing balances, purchases, contact information, bank account details, tax information, etc. You can add new vendors, manage the existing ones, and send them reminders via SMS and email.

Date Filter

The information in the table shows according to the date range chosen here. When you click on the date range, a dropdown with date range options appears on screen. These options include date range for a month, quarter, year and so on. You can even define a custom date range. If you choose the Custom Range option, a calendar appears on screen. Select the start date and the end date for viewing the data. The older date that you pick in the calendar will be considered the start date by the software.

Search for Vendors

You can search for the vendors by their name, email address or mobile number from the search box. Simply enter the details and click on the magnifier icon (or press enter on the keyboard). The results are displayed on the page and you can perform all the basic operations (select, send email and sms, etc.) from the table.

Enable Disable Columns

You can hide or display columns in the table as per your requirement. Follow these steps:

  1. Click on the Enable / Disable icon at the top left corner of the grid.
  2. Now select the checkbox for a column name by clicking in it. A tick mark represents that the column name has been selected. The selected column will appear in the grid. You can deselect a column by clicking in it again.
  3. The changes take effect in the table immediately.


Sort in Ascending / Descending Order

Some of the columns come with the option of arranging the data in the grid in ascending or descending order. Click on the up or down arrow key to sort the data in the grid according to the column’s data.

Up Arrow Key: Arranges data in ascending order (oldest to latest for dates, smaller to greater for numbers).

Down Arrow Key: Arranges data in descending order. (latest to oldest for dates, Greater to smaller for numbers).


Edit / Delete a Vendor

You can change the details of a vendor like their account name, country, address, GSTIN, and other details from here. You can also delete them from your accounting database. To edit or delete the vendor details, do the following:

  1. Locate the vendor in the table you want to make changes to. Use the filter options to spot it. 
  2. Once you locate the required vendor on the list, hover the cursor over their row. A context menu (the three dots) appears on screen. Click on it.
  3. Now click on the pencil icon.
  4. A window containing the details of the vendor opens on the right-hand side. From here, you can perform the following operations:
    • Edit: Make the necessary changes in the entry form and click on the update button at the bottom of the window. A confirmation message is displayed on screen.
    • Delete: To delete the vendor from the list, click on the Delete button given at the bottom of the entry form. A popup will ask you to confirm your action. Once you confirm the action, the details will be deleted.


Go to the ledger / Generate Invoice / Send SMS / Send Email

You can navigate to the vendor’s ledger page, create an invoice, and send them SMS and email from this page.

To perform any of these actions, do the following:

  1. On the Vendor page, locate the vendor you want to make changes to. If their name is not visible upfront, use the filter options (search, sort, etc.) to spot them. 
  2. Once you spot the required vendor on the list, hover the cursor over their row. A context menu (the three dots) appears on screen. Click on it.
  3. The following options appear on screen:
    1. Go to ledger: Clicking on this option takes you to the customer’s ledger page. It opens in a new window.
    2. Generate Invoice: Choosing this option takes you to the new invoice entry form. You can enter the details and generate the invoice as required. If the invoice already exists, a message in this regard is shown on screen.  
    3. Send SMS: Choosing this option opens an entry form for sending SMS. Enter the message in the message box. You can also insert opening and closing balance, credit and debit total, from and to dates, and other details directly (automatically) from the ledger. You can even grant the SMS recipient access to the portal using the Magic Link option. Finally, click on the Send Email button at the bottom right corner of the page to send the message.
    4. Send Email: Choosing this option opens an entry form for sending email. Enter the subject of the email and the message (body content) in it. You can also insert opening and closing balance, credit and debit total, from and to dates, and other details directly (automatically) from the ledger. You can even grant the email recipient access to the portal using the Magic Link option. Finally, click on the Send Email button at the bottom right corner of the page to send the email.



Send Bulk SMS / Email; Download Report

You can communicate (via SMS and Email) with the to multiple vendors or download their reports by using the More option given at the top right corner of the table. Here are the steps for it:

  1. Select the required vendors from the table by hovering cursor over them and selecting their respective checkboxes. (If you do not select any vendors, an error message is displayed when you try sending SMS or Email. If you have selected some records or searched for them, the download option downloads them only; if none is selected or searched for, all the records will be downloaded.)
  2. Three options appear on screen – Email, SMS and Download CSV; click on any of them.
  3. When you choose an option, the following details open accordingly:
    • Send Email: Choosing this option opens an entry form for sending email. Enter the subject of the email and the message (body content) in it. You can also insert opening and closing balance, credit and debit total, from and to dates, and other details directly (automatically) from the ledger. You can even grant the email recipient access to the portal using the Magic Link option. Finally, click on the Send Email button at the bottom right corner of the page to send the email.
    • Send SMS: Choosing this option opens an entry form for sending SMS. Enter the message in the message box. You can also insert opening and closing balance, credit and debit total, from and to dates, and other details directly (automatically) from the ledger. You can even grant the SMS recipient access to the portal using the Magic Link option. Finally, click on the Send Email button at the bottom right corner of the page to send the message.
    • Download CSV: Choosing this option downloads the CSV (comma-separated value) file to your computer. The downloaded file contains details about the names of the vendors, their opening and closing balances, transaction types, unique names, and parent groups.


New Vendor (Add a vendor)

By adding a vendor, you register them on the accounting software and assign a ledger to them. Their name starts showing in the list of vendors.

To add a vendor on the portal, follow these steps:

  1. On the Vendor page, click on the New Vendor button given at the top right corner of the grid.
  2. Provide the necessary details in the entry form that opens on screen:  
    • Select Group: Assign a group to the new vendor. If you have not created any groups so far, you can assign the vendor to the Sundry Creditors group, which comes pre-created in the software.
    • Account Name: Provide a name to the vendor’s account. This is generally their registered name.
    • Country: This is the country to which the vendor belongs to. Choose one from the dropdown list.
    • Currency: Choose the vendor’s preferred currency.
    • Opening Balance: This amount can be the amount owed to or by the vendor. For example, if the vendor owes you Rs 1000, enter the amount and click on the Dr button.
    • Address: This can be the vendor’s head office, branch office or any other address.
    • State: Choose a state for the vendor from the dropdown list.
    • GSTIN: Enter the registered GST Identification Number.
    • Party Type: This defines under which category is the vendor registered with the government. If it is not applicable, then choose the option ‘Not Applicable’, otherwise chosen from Deemed Export, Government Entity or SEZ.
    • Add Address: You can add multiple addresses for a vendor and remove and update them later.
    • Contact: The information you enter here (Attention To, Mobile Number and Email Id) will be used on the invoices.
    • Others: This option covers three fields. ‘Account Unique Name’ (field 1) can be anything that allows you to identify the vendor in case of confusion. If you do not provide it, the software automatically generates a unique name. ‘Balance for Trigger’ (field 2) is the debit or credit amount beyond which the system will send an alert email to the administrator. This feature works only when the trigger is configured. Please contact our Support Team to know more. Description (field 3) is information about the vendor. This can be used provide important details to other users who may generate invoice to this vendor.
    • Bank Details: Enter the name of the vendor (as registered with their bank), their account number and the IFSC code. You may have to get these details from the vendor to enter them here.
  3. Save: Click on the Save button to store this information.

A confirmation message is displayed on screen.

Note: Fields marked with a red asterisk sign are mandatory. To save the form, you must enter their details.

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