Managing Vendors

Welcome to the Vendor Management guide. In your software system, managing your vendors (or suppliers) is simple and flexible. This article will show you how to view your existing vendor list, filter records to find exactly what you need, and add new vendors using two convenient methods.

1. Viewing and Filtering the Vendor List

The Vendors page is your central hub for managing all supplier records. Here, you can view all current vendors and use built-in tools to filter and organize your list.

1. On the left-hand main navigation menu, click on Purchases to expand the dropdown options.
2. Select Vendors. This will open the main vendor tracking screen.
3. Navigating Pages: If you have many vendors, you can use the pagination arrows at the top or bottom of the list to skip between pages.
4. Adjusting Display Count: Use the Show dropdown menu to change how many vendors are displayed on a single page at one time (e.g., 10, 25, 50, or 100).
5. Using Filters: You can filter your vendor view by:
   • Group: Select specific categories like "Creditors" to only see vendors belonging to that group.
   • Branch: If your business operates across multiple locations, use the branch dropdown (e.g., Abu Dhabi, Sharjah) to see vendors assigned to a specific branch.
6. Searching: Use the search bar in the top right of the table to quickly find a specific vendor by typing their name.

2. Adding a New Vendor (Detailed Method)

When you need to create a comprehensive profile for a new supplier, use the detailed addition method straight from the main Vendors page.

1. From the main Vendors list, click the blue + Add New button located in the top right corner.
2. A detailed form titled Add New Vendor/Supplier will slide out from the right side of the screen.
3. Fill in the standard company details such as:
   • Supplier Name
   • Short Name or Arabic Name (if applicable)
   • Cheque Name
   • Website, Country, and City
   • TRN No. (Tax Registration Number)
4. Use the tabs at the bottom of the form to add additional information:
   • Contact Person: Enter the name, mobile, and specific location of your primary sales contact for this vendor.
   • Address & Location: Add specific street addresses.
   • More Info: Add any other necessary details.
5. Click Save to add the vendor to your records.

3. Adding a Quick Vendor During a Transaction

Sometimes you may be in the middle of creating a Purchase Invoice, Purchase Order, or GRN and realize the vendor isn't in the system yet. You don't have to leave your current screen; you can add them on the fly.

1. While on any transaction screen (e.g., creating a new Purchase Invoice), locate the Vendor search field.
2. Directly underneath the field, click the small blue + Add New Vendor text link.
3. A smaller, streamlined Add New Vendor & Details pop-up window will appear over your current work.
4. Quickly fill out the essential details categorized into:
   • Company Details: Vendor Name, City, Location.
   • Contact Details: Contact Name, Mobile.
   • Tax Information: TRN No., TIN No.
5. Click Save. The vendor is immediately created and automatically selected for your current transaction so you can proceed without interruption.