Vendors

Vendors are the companies and people your business buys from or pays: suppliers, utilities, the landlord, contractors. Purchases, bills, expenses and checks choose their vendor from this list. Each vendor belongs to a vendor category, and the category decides which entry screens list it.

Menu	Contacts > Vendors
Permission	The Vendor content permissions, such as List Vendor content items (to see the list) and Edit Vendor for others (to change vendors)
Feature	Customers & vendors

Can't find it?

What you see depends on your role. If the menu, a button or a setting on this page is missing, ask your administrator to give you the permission listed above or to turn on the feature. Only administrators can turn features on and change site settings.

The vendor list

Open Contacts > Vendors. Each vendor shows its name, its category and e-mail address, a 1099 badge when it gets a 1099, and an Inactive badge when it is no longer offered on entry screens. Type in Search to find a vendor by name.

Add a vendor

1. Create the vendor's category first, if it does not exist yet.
2. Open Contacts > Vendors and select New Vendor.
3. Enter the Name and choose the Category. Both are required.
4. Optionally enter:
   • the E-mail;
   • the Account number the vendor knows your business by, which is printed on checks;
   • the Payment terms (days), empty when bills are due on receipt;
   • the Default account a bill from this vendor goes to, unless you choose another on the bill.
5. Enter the Address, the Phone and the Mobile number.
6. Select Publish.

1099 vendors and the tax ID

Check Gets a 1099 for a contractor or another vendor whose payments are reported on a 1099-NEC or 1099-MISC. A 1099 vendor needs a Tax ID:

1. Choose EIN (business) or SSN or ITIN (person).
2. Type the number, with or without dashes: 12-3456789 or 123-45-6789.
3. Choose the 1099 box the payments go in: 1099-NEC box 1 (nonemployee compensation) for most contractors, 1099-MISC box 1 (rents) for a landlord, and so on. It is offered when Purchases is on.
4. Select Publish.

The tax ID is stored protected and is only ever shown with its last four digits, for example Saved: ***-**-6789. To replace it, type the new number; leaving the box empty keeps the saved one. To remove it, check Remove the saved tax ID.

Change or retire a vendor

Select Edit next to a vendor, change it and select Publish. To stop offering a vendor on entry screens without losing its history, clear Active.

Message	What to do
Choose a vendor category.	Every vendor needs a category, so that it appears on the right entry screens.
A 1099 vendor needs a tax ID.	Enter the vendor's EIN or SSN, or clear Gets a 1099.
The tax ID is not a valid EIN or SSN.	Check the number and the kind. An EIN never starts with 00; an SSN never starts with 000, 666 or 9 (except an ITIN), and never has 00 or 0000 in its middle or last part.
Another vendor already has this name.	Add something that tells the vendors apart, such as the city.

See also Customers and Vendor categories.