Heads up! Before adding a new supplier, search to ensure they don't already exist. Duplicate suppliers are unable to be merged, and deleted suppliers are unable to be recovered. This can impact data consistency and supplier bill/payment records.
How to Create A New Supplier
Navigate to Supplier in the side menu
Click Add Supplier
Enter the supplier information (the only mandatory field is Company Name)
If you are not on Autopay, Click Save. This completes your supplier setup.
If you are on Autopay, Click Next
Enter the email address for AutoPay remittances
The supplier's banking information
And the most frequently used GL account for this vendor.
Clicking on "Add Account Number" will provide a field to tie a supplier account number to a specific property.
This is quite useful for something like telecommunications and utility providers that use account numbers and bill dates, rather than invoice numbers. When entering a bill, you can select the supplier account number rather than typing it into the "bill number" field.
Only one account number can be added per property.
Keep adding until you've accounted for any properties needed.
Click Next
How to Import Suppliers
Navigate to Supplier in the side menu
Click Import Supplier
Download the Example File and complete the required information
Save the file (as a CSV)
Upload the document where indicated
Click Save
You can search or sort your suppliers from this list. All or a selection of suppliers, can be added to new properties as they are created.
For more guidance on suppliers and supplier types, click here.
Deleting A Supplier
Deleting a supplier will remove them permanently from the list of suppliers. If any accounting transaction have been created for the deleted supplier you will still be able to view them in accounting reports.
If you must delete a supplier (ideally before there are transactions posted against it) click their name in the supplier list.
Navigate to the three-dot menu
Click the "Delete Supplier" button.
This will permanently erase the item from your supplier list.
Reviewing A Supplier Profile
Clicking on a Supplier in the list will bring up their detailed information.
On the left side (Contact)
View, or use the Pencil icon to edit Contact Details. Click Save.
On the right side (Financial)
If you are not on Autopay the relevant information is on the lower section of the screen which displays the balance owing and provides a list of all posted invoices. To view all invoices (including paid), select "show paid," similar to how you would for a tenant or condo owner.
You can export this list as a CSV file, or access more comprehensive reporting options elsewhere in the program through the Accounting menu.
If you are on Autopay both the top and bottom sections may contain data. View or use the Pencil icon to edit the Suppliers Payment details and view Supplier Accounts if already set up. To set these up if needed, Click Contact on the left side, scroll to the bottom and click Next. Enter your information. Click Save.
The lower section of the screen contains the same invoice listing and balance details as described above.