Vendors

You can define and manage vendor details to be used across all operations in the purchasing module. Having the correct vendor definitions in place will help your printed documents always show the correct vendor details, and give you the reporting you need for each vendor in the purchasing module.

Fields of the Vendor Form Explained

  1. Vendor is a Business Organization: This checkbox indicates whether the vendor is a business entity. When checked, it requires the organization's tax number to be provided, and acts as a filter for the vendors lists in Mezan.
  2. Vendor Name: The name of the vendor. This is a required field for all vendors.
  3. Vendor's Organization Name: The name of the organization if the vendor is a business. This is an optional field. It will show on the printed purchasing module documents issued to the vendor.
  4. Payables Account: The account to use for payables when creating invoices or payments to the vendor. This will default to the payables account of the organization purchasing defaults. Keep in mind, Mezan tracks "vendor statements" based on vendor definitions mainly, so you do not need a separate payables account for each vendor.
  5. C.R. Number: The Commercial Registration number for business vendors. This is an optional field. It will show on the printed purchasing module documents issued to the vendor.
  6. Organization's Tax Number: The tax identification number for business vendors. This field becomes mandatory when the vendor is marked as a business organization. It will show on the printed purchasing module documents issued to the vendor.
  7. Primary Email: The main email address for contacting the vendor. This is an optional field. It will show on the purchasing module documents issued to the vendor.
  8. Secondary Email: An additional email address for contacting the vendor. This is an optional field.
  9. Primary Phone: The main phone number for contacting the vendor. This is an optional field. It will show on the printed purchasing module documents issued to the vendor.
  10. Secondary Phone: An additional phone number for contacting the vendor. This is an optional field.
  11. Country: The country where the vendor is located. This is a required field. It will show on the printed purchasing module documents issued to the vendor.
  12. City: The city where the vendor is located. This is an optional field. It will show on the printed purchasing module documents issued to the vendor.
  13. Address: The full address of the vendor. This is an optional field. It will show on the printed purchasing module documents issued to the vendor.
  14. Zipcode: The postal code for the vendor's address. This is an optional field. It will show on the printed purchasing module documents issued to the vendor.
  15. Archived: This tracks the state of the vendor, if it's archived, it will not show up in the vendors lists, and will not be possible to create transactions for the vendor. This is useful to keep vendor records without losing them in the system. When a vendor is archived you can still access the vendor details, and unarchive them at any time. Deleting a vendor after it is archived is only possible if it has no transactions associated with it.

Vendor Reporting Explained

Mezan's built-in purchasing reporting for vendor statements and other vendor reports is mainly built to include the purchasing module operations. Based on the vendor definition, not the linked accounts directly. This allows us to consolidate many vendors into one account, and still get the separate vendor statements.

Vendor's may not show up as separate subaccounts in the general ledger or other more general financial reports, but you can still get a vendor statement for each vendor.

If your business or accounting workflow requires vendors to have separate accounts in the general ledger, you can create a new payables account for each new vendor definition, and map each vendor to one account only.

  1. Attachments
  2. Comments
  3. Team Permissions