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Managing Vendors

Before we add purchase orders, purchases, or record expenses, we first need to add our primary vendors. you can add your vendors in two ways, Manually, one-by-one, or mass import all of them with the import feature.

1. Adding Vendor Manually

To add a vendor manually,

Add a New Vendor
  1. On the main menu, click on Masters and then Vendors.
  2. In the Vendor list, let’s click on the (+) Button.
  3. Choose if the vendor is a Business or Person.
  4. Complete the form with your vendor’s information.

We choose Business if the vendor is a company and we choose Person if the vendor is self-employed, freelancer, or independent contractor.

Note that depending if the vendor is a business or a person we need to fill in the Employer Identification Number (EIN) or the Social Security Number (SSN) respectively.

This is essential if you work with self-employed, freelancers or independent contractors as you will need the Social Security Number in your 1099 Forms.

Adding Vendor Addresses
  1. To add your vendor’s address, click on the Address Tab
  2. Then click on the (+) Button
  3. Complete the address form.
  4. Click on Save.

You can add additional addresses for this vendor by repeating this step.

Vendor Contacts
  1. To add your vendor contacts, click on the Contacts Tab
  2. Then click on the (+) Button
  3. Complete the contact form.
  4. Click on Save.

You can add additional contacts for this vendor by repeating this step.

Adding Vendor Terms
  1. Set vendor terms, click on the Terms Tab,
  2. Choose the payment terms,
  3. If the vendor has allowed you credit, enable the credit limit option, and set the amount.

This information is for reference purposes only and does not affect any system functionality.

Once we’ve completed the form, click on Save.

Importing Vendors

To import vendors from the spreadsheet template,

Importing vendors from a spreadsheet
  1. Click on Import Template and Reference Guide at the bottom of the page to download these files.
  2. Complete the spreadsheet template with vendors’ data.
  3. Click Import vendors from a spreadsheet below the customer’s list.
  4. In the import dialog box, click Browse to choose the spreadsheet file from your computer, and once found, click Upload.
  5. If the information looks correct, we can click on the Import button.

Note: The reference guide shows us how to set data on the columns of the spreadsheet and what each option means. If the information in the different columns does not match the guide definition, the system will alert us of inconsistent data.

Updating vendor information

Also, if you need to update a vendor’s information,

Updating vendor information
  1. In the Vendors list,
  2. Click on the Action menu and click on the Edit option.
  3. Update any necessary vendor information.
  4. Click on Save.
Deleting vendors

If you need to delete a vendor,

Deleting a vendor
  1. In the Vendor’s list,
  2. Click on the Action menu and click on the Delete option.
  3. A confirmation dialog box will appear,
  4. To complete, click Continue.

If can’t see the Delete option, this is because Cashflow only allows you to delete a vendor that does yet have transactions

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