Add New Vendor/Modify Existing Vendor

Vendor setup can differ based on the type of vendor being added. For instance, vendors used for monthly utility payments may require a different setup compared to vendors providing raw materials or ingredients. Additionally, setups can vary depending on your company's preferences and internal configurations.

This guide provides general instructions for setting up a vendor in the system. Required fields are marked with an asterisk (*) on the screen. While this guide does not cover every field, it highlights those that are most commonly used and critical for accurate setup.

Navigation:  Payables > Profiles > Vendors

New Vendors can be added by selecting the “New Vendor” Icon or by selecting the “+NEW” link which displays when hovering over “Vendors” under Profiles. 

Header Section

• Vendor ID – Acumatica will assign the numeric Vendor ID once the record is created. No manual entry is required.
• Vendor Status – Vendors are created with an Active status.  
• Vendor Class – Use the magnifying glass icon to search for and select the appropriate vendor class.
  

Tip: It is recommended to review each tab under the vendor details section to ensure that all information is accurately entered according to the specific vendor’s requirements. Make sure that all required fields are completed and that settings reflect the appropriate configurations for that vendor.

General Tab

This tab contains the Name, Address, and Contact information for the vendor.

• By default, the Remit-To and Shipping contact and address details will mirror the information entered on the General tab.  However, this information can be overridden on corresponding tabs if needed.
• If the vendor uses one email address for all correspondence, it should be entered in the Account Email field, located under the Additional Account Info section.
• Special vendor properties, such as landed cost and 1099 vendor information is stored under Vendor Properties section.

Financial Tab

The credit terms agreed upon with the vendor are defined on this tab. These terms determine payment timelines, discount eligibility, and due dates for vendor invoices (AP Bills).

Payment Tab

This tab provides the default information used when creating payments to the vendor. Verify or select the appropriate Payment Method and Cash Account. These are critical settings and should have a default value assigned for each vendor.  If necessary, the Remit-To contact and address can be edited on this screen to override the default information pulled from the General tab.

Purchase Settings Tab

Information required for the processing of purchases, such as shipping terms, FOB point, and receiving rules is stored on this tab. 

• If the Ship-From Address differs from the billing address, select the “Override” checkbox and update the details accordingly.
• Shipping Instructions Section – Select the appropriate defaults for this vendor if applicable.
• Receipt Actions Section – The recommended default is “Accept but Warn”. For more detailed guidance, please refer to the Vendor Purchase Receipt Setting pro guide.

GL Accounts Tab

Default General Ledger (GL) accounts for vendors are stored on this tab. By default, this information pulls from the Vendor Class but can be updated on a per-vendor basis as needed.

• AP Account – The liability account selected in this field should be configured as a control account for the Accounts Payables Subledger.
• Expense Account – This is the default expense account used for the vendor, such as the utility expense account for the electric bill.  While not required, it helps categorize bills.  If the vendor handles inventory items or multiple expense types, this field is typically left blank.
• Discount Account – An uncommonly used field that records overall header discounts offered by the vendor.
• Cash Discount Account – The account used to record cash discounts taken when payment terms include discounts (e.g., 2%10 Net 30) and the vendor bill is paid within the discount period.
• Prepayment Account – Used when prepayments or deposits are made before receiving inventory or services. Prepayments on purchase orders will post to this account.
• PO Accrual Account – Records expenses incurred from a purchase order prior to receiving the invoice. This should be configured as a control account for the purchase orders subledger.