Add a Vendor

A vendor can be added from the Vendor Information page or on the fly while entering a transaction, a credit card transaction, or a recurring payment. A vendor can also be added from the Credit Card Information page.

Add a Vendor from the Vendor Information Page

1. From Accounts Payable, select Modify > Vendor Information.

2. Click the Add New Vendor link.

3. The Add New Vendor window appears. To avoid adding a duplicate, enter the last name of the vendor (or the first word of the vendor's company name) in the Name field and click Search.

4. If the vendor's name displays on the grid, it is already in the database. Double-click the vendor to edit it. Otherwise, click Close to add a new vendor.
5. Select whether the vendor is an Organization or an Individual using the radio buttons at the top, then enter the vendor's name.

6. In many cases, a vendor is paid from the same expense account or distribution each time a transaction is created. Enter a default account or distribution in the Invoice Entry Defaults area. This account or distribution is automatically entered as a detail line when creating a new transaction for this vendor.

7. If appropriate, specify the Default 1099 Status for this vendor and enter any other pertinent information on the Vendor Information tab.
8. If this vendor is to be paid by Direct Deposit, click the ACH Accounts tab and then click the Add New ACH Account icon-link.

9. Enter the account information on the Add New ACH Account window and click OK.

10. Click the Phones tab and then click the Add New Phone link.

11. Select a Phone Type and enter a Phone Number. Click Save.

Note: The phone number is automatically formatted with your default area code when the cursor leaves the Phone Number field. For example, if you enter "5551706", the number is automatically formatted to display "[phone]".

12. Click the Emails tab and then click the Add New Email link.

13. Enter an email address in the Email field and click Save.

14. Click the Addresses tab and then click the Add New Address link.

15. Enter an address and click Save.

16. Click the Demographics tab. Enter any pertinent information such as the Social Security Number or a Doing Business As company name.

17. Files such as a contract, W-9, or proof of liability insurance can be stored electronically on the vendor's file. Click the Attachments tab and click the Add New Attachment icon-link.

18. Select or scan any attachments and click OK.

19. After reviewing all vendor information, click Update to save the vendor record to the database.

Add a Vendor on the Fly

1. From Accounts Payable, select Enter > Transaction.

2. The Person Search window appears. Select "All Applications" from the Application drop-down, then enter the last name of the vendor (or the first word of the vendor's company name) in the Name field. Click Search. Double-click the vendor if it is listed on the grid. If the vendor is not listed, click Add New Vendor.

3. Select whether the vendor is an Organization or an Individual, then enter the vendor's name.

4. Add any other information you have for the vendor and click Update.

5. A temporary message appears at the bottom of the page confirming the vendor has been added to the database.
6. The vendor and the vendor's address now appear on the Transaction > Update page. You can finish entering the transaction as you normally would.

Updated May 15, 2026 17:22