Right arrow / chevron
Gestión de Maestros
Right arrow / chevron
Managing Vendors

Managing Vendors

Publicado el
Published on
September 6, 2023
Actualizado en
Updated on
December 8, 2023

The "Vendors" functionality in Cashflow allows users to manage their vendors by adding, editing, and viewing all transactions associated with each one. Here is how to use each of these options.

1. Adding a Vendor

The system allows you to add vendors and keep their records up to date. Follow these steps to add a new vendor:

  1. In the main menu, go to Masters, and then click on Vendors.
  2. In the Vendor list, click on the (+) button.
  3. In the contextual menu, click on New Vendor.
  4. Define the type, group, business name, document type, and number.
  5. In the terms section, you can define the Terms and the Credit Limit assigned to your vendor.
  6. To add a vendor's address, click on the (+) button under the address section and enter the details.
  7. To add a contact for the vendor, click on the (+) button in the contact section and enter the details.
  8. Once you have completed all the information, click on the Save button at the bottom of the page.

Tip: Keep the vendor's information as up to date as possible to ensure accurate bookkeeping and effective communication.

[5] Credit Limit
Both the sales terms and the credit limit defined here are provided by your vendor. These fields are for informational purposes only and do not have any additional functionality in the platform.

2. Editing a Vendor

Vendor information can change over time, so Cashflow allows for easy updates. To edit a vendor, follow these steps:

  1. In the main menu, go to Masters, and then click on Vendors.
  2. In the Vendor list, locate the vendor you want to edit.
  3. Click on the action menu (three horizontal dots) associated with that vendor.
  4. In the contextual menu, click on Edit.
  5. Update the necessary fields.
  6. Click Save.

3. Deleting a Vendor

Sometimes, you may need to remove a vendor from the system, for example, if it was created by mistake or if it's a duplicate. The steps to delete a vendor are as follows:

  1. On the vendor list screen, locate the vendor you wish to delete.
  2. Click on the action menu (three horizontal dots) next to that vendor.
  3. Click Delete.
  4. You will be asked to confirm the deletion.
[2] Delete
Please note that Cashflow will not allow you to delete a vendor with linked transactions. If the Delete option is not visible for a vendor, it means the vendor is linked to transactions and cannot be deleted.

To delete a vendor with associated transactions, you will need to void all transactions associated with this vendor.

4. Vendor Transactions

It's useful to be able to view all of a vendor's transactions in one place, whether you want to verify a payment or simply see their purchase history. With Cashflow, you can do this as follows:

  • On the vendor list screen, locate the vendor whose transactions you want to view.
  • Click on the vendor's name link.
  • A window will appear with four main tabs: Transactions, Addresses, Contacts, and Terms.
  • Click on the Transactions tab. In this tab, you will find the following sub-tabs: Orders, Receipts, Accounts Receivable, and Accounts Payable, which contain the corresponding transactions.
  • To exit this window, click on the "X" icon in the upper right corner of the window.

5. Bulk Import

If you have many vendors to add, you can save time using the import feature in Cashflow. This feature allows you to upload a file with all your vendors instead of having to add each one manually. Here's how to use this helpful function:

  • In the main menu, go to Masters and then click on Vendors.
  • In the Vendor list, you can click on the button (+) and then on Import.
  • You can also do this via the Import from Excel option located below the list.
  • Once you are on the import screen, choose "Vendor" in the Transaction Type field and "Create" in the Action field.
  • Click on Upload File, and in the window, click on Browse File to select your import file from your computer.
  • Then click on Continue.
  • In the Map Columns window, link each Cashflow column (on the left) with the corresponding column in your file (on the right).
  • Then click on Continue.
  • Review your data and make any necessary adjustments. If any required data is missing, the row number will be marked in red, and a red arrow will indicate the column that needs correction.
  • To facilitate review and corrections, you can filter the list to show all rows, validated rows, or rows with errors.
  • If needed, you can add or remove a row by clicking on the Add or Delete button. You can also download the file for later use by clicking on the Download button.
  • When you finish reviewing your data, click on Save and Upload.

Note: The import process is queued and usually takes less than a minute. For larger files, it may take hours.

Import Processing
When you Save and Upload your file, the system will place it in an import queue. The process of importing records typically takes less than a minute, but it could take much longer depending on the number of records you are importing.

Common Issues

Have you encounter any issues with the Vendors feature? Here are some common issues and their solutions:

  1. I can't save a new vendor
    Make sure that all required fields in the general section are filled in. Mandatory fields are usually marked with an asterisk (*). If some fields are left empty, the system will not allow you to save the vendor.
  2. I can't delete a vendor
    The delete option will not be visible for vendors linked to transactions. To maintain accurate records, you cannot delete vendors with associated transactions. If you want to stop doing business with a vendor, consider deactivating them instead of deleting.
  3. Bulk import is not working
    Ensure that your import file is in the correct format and that all mandatory fields are filled in. If there are missing fields, the row will be marked in red, and a red arrow will indicate the column that needs correction. Check the import template to ensure your spreadsheet is correctly configured. If the file is too large, consider splitting it into smaller files and uploading them separately.
  4. Import is taking too long
    The import process duration depends on the file size. If the file is large, it may take several hours to import all the data. Be patient and wait for the import to complete. If several hours pass and it's not completed, consider contacting customer support.
  5. I uploaded a file for bulk import, but some data is missing or incorrect
    When you upload a file, the system matches the columns in your file to the fields in the Cashflow system. If the data doesn't appear correctly, review the field mapping to ensure each Cashflow field corresponds to the correct column in your file.

Remember, if you ever get stuck or something doesn't seem right, don't hesitate to contact us for further assistance.