Vendor Management

Overview

The vendor management module tracks your suppliers and handles accounts payable. Use it to record vendor invoices, process payments, and keep an aging report of what you owe.

Adding a Vendor

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Add vendor form showing name, address, tax ID, payment terms, and default expense account fields

Add vendor form showing name, address, tax ID, payment terms, and default expense account fields

1. Navigate to Bookkeeping > Vendors.
2. Click Add Vendor.
3. Enter the vendor details:
   • Name — Company or individual name
   • Address — For check mailing
   • Tax ID — Required for 1099 reporting
   • Payment Terms — Net 30, Net 60, etc.
   • Default Expense Account — The GL account to code this vendor’s invoices to by default
4. Click Save.

Tip

Set a default expense account for each vendor to speed up invoice entry — for example, your office supply vendor defaults to the Office Supplies expense account. You can always override the default on individual invoices.

Recording a Vendor Invoice

1. Navigate to Bookkeeping > Invoice Data Entry.
2. Select the vendor from the dropdown.
3. Enter the invoice number and invoice date.
4. Enter the line items — description, GL account, and amount.
5. Enter the due date.
6. Click Save.

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Invoice data entry form showing vendor selector, invoice number, date, line items table, and total amount

Invoice data entry form showing vendor selector, invoice number, date, line items table, and total amount

Processing a Vendor Payment

1. Navigate to Bookkeeping > Vendors > Payments.
2. Select the invoices to pay.
3. Verify the amounts and due dates.
4. Click Generate Payment — this creates a check (or ACH) and a journal entry.
5. Print the check if paying by check (see Check Printing).
6. The vendor balance updates automatically.

Vendor Aging Report

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Vendor aging report showing vendor name, current balance, 30-day, 60-day, 90-day, and over-90 columns

Vendor aging report showing vendor name, current balance, 30-day, 60-day, 90-day, and over-90 columns

Navigate to Bookkeeping > Vendors > Aging Report to see what you owe, organized by how long invoices have been outstanding. Use this to prioritize payments and avoid late fees.