How to Create a Vendor One at a Time

Overview 

Create a vendor record in 1place to store a supplier’s contact information, payment terms, and purchasing preferences.

Before You Begin

Search the Vendor List to check whether the vendor already exists. This helps prevent duplicate records.

Steps

1. Open Vendors from the Main Menu.

2. Click New to open the Add New Vendor screen.

   Tip: You can also select Quick Start > + > Vendor.
   
   

3. Review the Vendor #. This is automatically assigned based on your company’s numbering settings. If your company uses manual numbering, enter the vendor number.

   For instructions, see Record Numbering – How To’s.

4. Enter the Vendor Name.

   Note: Vendor # and Vendor Name are required fields.

5. Enter the vendor’s contact information as applicable:
   
   

   Field	What to enter or select
   Primary Contact	Select the Prefix, then enter the contact’s First Name and Last Name.
   Title	Select the primary contact’s job title or position.
   Address Info	Enter Address 1, Address 2, City, State/Province, Zip / Postal Code, and Country.
   Phone & Fax	Enter the Main Phone and Fax Number.
   Email Address	Enter the vendor’s email address.

   
   

6. Complete the purchasing details as applicable:
   
   

   Field	What to enter or select
   Shipped Via	Shipping method or carrier used by the vendor
   Payment Terms	Payment terms agreed upon with the vendor
   Account number	Your company’s account number with the vendor
   Tax ID	The vendor’s Fed Tax ID and State Tax ID, if applicable
   Credit Limit	Maximum credit amount available from the vendor
   Min Discount Amount	Minimum discount amount applicable to purchases from the vendor
   Product / Svcs	Description of the products or services the vendor provides
   POType	Purchase Order types allowed for this vendor, as described below

   
   

   Choose one of the following PO Type options:

   Option	Allowed Purchase Orders
   All PO's	All Purchase Order types
   Local / Special Order PO's Only	Local or Special Order Purchase Orders
   Long Distance / Sea Container PO's Only	Long Distance or Sea Container Purchase Orders

   
   

7. If your company uses Sage Intacct integration, select the appropriate Sage GL Vendor and Sage GL Account.

8. If your company uses QuickBooks Online integration, select Sync with QuickBooks Online when the vendor should be synchronized.

9. Review the information and click Save.

The vendor record is now created and can be selected when creating Purchase Orders allowed by its POType setting.

Need to add multiple vendors? To import vendor data in bulk, see the Vendor Import article.