Vendors · User Manual

What is it and what is it for?

Each vendor is a master record the rest of the system reuses: when you create a purchase order, a reception, a vendor bill or a payment, the document automatically takes the vendor's currency, payment terms, purchase fiscal sequence and accounting accounts. Keeping the file complete and up to date prevents errors on every purchase document.

The same record can be both a vendor and a customer (for example, a company you buy from and sell to): just check both boxes on its file, with no need to duplicate the record.

Screens in this area

Screen	What it does
Vendor list	Lists all vendors with filters by vendor, vendor class, whether they Require purchase order and record status (active, inactive or all). You can customize the visible columns (including columns hidden by default such as Profile, Fiscal ID, purchase fiscal sequence or transit account) and save your layout. From here you create, delete or open the printable report. If your company uses the vendor approval workflow, the All, Pending, Approved, Rejected and Draft tabs and the status column also appear.
Create / Edit	The vendor form, organized into Contact, Finance and Profile sections, with tabs for addresses, subsidiaries, fiscal sequences, accounting accounts and attached files. It also lets you duplicate an existing vendor to start from its data, customize the form and, if your company has the feature enabled, fill the file automatically with Smart Paste (artificial intelligence) by pasting the vendor's data or an image of it (a screenshot or a photo), whose text is read automatically.
Details	The same file in read-only mode, with the history of activities and changes. If the vendor approval workflow is active, here you see the vendor's status (Draft, Pending, Approved or Rejected) and the buttons to change it according to your permissions.
Vendor dashboard	A 360° view of one vendor: its general data, this year's purchases with a monthly chart, the detail of its pending accounts payable and, if your company has the panel enabled, its authorized purchase orders with the documents already billed against each one.
Inline editing	A grid to quickly fix, without opening each file, the code, phone, email and fiscal ID of several vendors. Requires the edit level of the vendors permission.

How to create a vendor step by step

Open the list and click New. You need the "add" level of the vendors permission; if you don't see the button, ask your administrator for access.
Fill in the contact data. The Name is required. Register phone, email and addresses too; you can mark one address as the default.
Define the financial conditions. Currency (the system proposes your company's default currency), payment terms, accounting accounts and, if applicable, the purchase transit account.
Enter the fiscal information. The fiscal ID (RNC, national ID or its equivalent in your country) and, if your country uses fiscal documents, the Purchase fiscal sequence used when registering its bills. In the Dominican Republic you can look up the vendor's name from the RNC right from the form.
Complete the business profile. Vendor class, parent company (if it belongs to a group) and whether it Requires a purchase order before registering bills.
Save. If your company has automatic numbering for customers and vendors, the code is assigned automatically; otherwise type a unique code. After saving you can open its dashboard or register purchase documents for it.

Key fields

Field	What it is for
Name	Identifies the vendor. It is the only strictly required field in all cases.
Code	Short, unique identifier (shared between customers and vendors). It can be generated automatically if you configure numbering.
Fiscal ID	RNC, national ID or tax identification; the field name adapts to your company's country. Used on purchase bills and fiscal reports.
Vendor class	Groups vendors for reports and filters.
Currency	Default currency for its purchase documents.
Payment terms	Define the due date of its credit bills.
Requires purchase order	When checked, its bills must be backed by a purchase order: an internal control for important purchases.
Purchase transit account	Bridge accounting account used when receiving goods from this vendor before receiving its bill.
Purchase fiscal sequence	Which type of fiscal document (for example NCF) is used when registering its bills. Visible only if your country uses fiscal documents.
Parent company	Links companies of the same group to consolidate their information.
Is driver	Marks the vendor as a driver so it can be assigned to shipments. Available with the Transportation (TMS) module or for Ecuador's dispatch guides.
Subsidiaries	If your plan handles subsidiaries, controls in which of them the vendor is available, including fiscal sequences per subsidiary.
Inactive	Hides the vendor from searches without deleting its history.
Custom fields	Additional fields defined by your company; they can be marked as required on custom forms.

Validations when saving

Name required. For natural persons, first and last names.
Unique code. It cannot repeat the code of another customer or vendor; if the name is already in use the system also warns you.
Valid purchase fiscal sequence when your company uses fiscal documents.
Email address with a valid format.
Discount % between 0 and 100.
Only one default shipping address and one default billing address.
Consistent accounting accounts: if you assign specific accounts payable, they must be of the correct type and have a currency defined.
Required fields of the custom form completed, if your company defined any.
AdmCloud Xchange link (AdmCloud ID and AdmCloud Subsidiary): a given Directory company (and subsidiary) can be linked to only one vendor. The AdmCloud Subsidiary is required when the linked company is published in the Directory, has more than one licensed subsidiary and has some subsidiary to choose from; the selector only offers the subsidiaries that company published in the Directory (or all of them, if it doesn't distinguish subsidiaries yet). The link is only validated when it changes or when the vendor role is added.
Attached-files limit according to the contracted edition (plan).

Vendor approval workflow (optional)

Companies that want to control who can be purchased from can enable the vendor approval workflow. With it, each vendor has a status: Draft → Pending approval → Approved or Rejected.

Moving from Draft to Pending (submitting for approval) and back to Draft requires the edit level of the vendors permission.
Approving, rejecting or taking a vendor out of Approved/Rejected (back to Pending) requires the authorize level. A vendor cannot be approved directly from Draft.
While the workflow is active, vendor search boxes on transactions hide vendors in Draft or Rejected; Pending vendors can only be selected on quote requests and purchase requests.
The status is shown on the vendor file and as a column and tabs on the list, and the dashboard shows a reminder with the vendors pending approval.

This feature is available on the Enterprise plan and must also be turned on with the "Enable vendor authorizations" company preference (off by default).

Company research

If the vendor has a web page on file, the system reviews it automatically overnight and builds a company summary: what the company does, its main products or services, its contact details and the names of its executives. The point is that you walk into the negotiation prepared, without having to browse their site yourself.

The summary shows up on the Research tab of the card, read-only, along with the date it was last updated. The tab is only shown when the research has already been processed: if you just entered the web page, it will appear after the next overnight run.

You can also see it without opening the card: on any screen where you hover over the vendor name, the information popup shows a "View research" link that opens the summary in a window.

⚠️

This information is generated automatically. It comes from what the company publishes on its own site, so it may be outdated or incomplete. Verify it before using it in a negotiation.

ℹ️

The research is redone on its own when you change the vendor web page or when the existing one is more than two years old. If you delete the vendor, its research is deleted with it.

Availability, permissions and conditions

Access is controlled with the "Vendors" permission of the user group, with separate levels to browse, add, edit, delete and authorize.
To check the customer or prospect box on the file you also need the add-customers or add-prospects permission, respectively.
With subsidiaries enabled, vendors can be limited to specific subsidiaries and the subsidiaries and per-subsidiary fiscal-sequences tabs appear.
The fiscal sequences fields only appear if your company uses fiscal documents (according to the configured country).
The Is driver field requires the Transportation (TMS) module (or companies in Ecuador, because of dispatch guides).
Smart Paste (automatic filling with artificial intelligence) and the authorized purchase orders panel of the vendor dashboard are features enabled per company.
The vendor approval workflow requires the Enterprise plan plus the corresponding company preference.

Tips and common mistakes

💡

Use the Vendor dashboard before negotiating or paying. On a single screen you see this year's purchases, the pending debt and the purchase orders in progress: it is the best summary to prepare a negotiation or schedule payments.

⚠️

You won't be able to delete a vendor with history. If the vendor already has bills or other documents, the system blocks the deletion to protect your accounting. Instead, mark it as inactive so it stops appearing in searches.

ℹ️

Does the same party sell to you and buy from you? Check the customer box on its file instead of creating a duplicate record. To do so you also need the add-customers permission.

ℹ️

Control large purchases with "Requires purchase order". When checked, that vendor's bills must start from an approved purchase order, which prevents unbacked purchases.