Vendors
For: Anyone recording who this company buys from — then tracking what you still owe them per branch
A Vendor is the purchase-side party record. It uses the same screens as Customer, in vendor mode: GST and tax, a currency, per-branch Opening Balance and Current Balance, and credit-limit rules on Purchase Order, GRPO, and Bill. When a supplier is also a customer, you link the two records. There is no customer portal on this side.
What this module does
1. The core identity fields
These sit at the top of Add Vendor. Status after save is Active. Mark Vendor As on the list or detail switches Active / Inactive.
Vendor ID: Filled from Vendor Number Configuration on Add (prefix, next number, auto-generate). Change numbering there — not as a one-off on the form.
Primary Contact Name: Labelled BP Primary Contact Name. First name is required, last name is optional.
Business Partner Type: Business or Individual. Required.
Category: Goods, Services, or both.
Company Name and Vendor Display Name: Both required. Display Name must be unique among vendors (case-insensitive). A customer may reuse the same name.
Account Type: Always Accounts Payable. You do not pick this.
Primary Email, phone, logo, Code: Email is labelled BP Primary Email (optional — vendors have no portal). Phone is numbers only. Logo one image, 5 MB. Code is optional free text, separate from Vendor ID.
2. Tax, currency, and profile details
Under Other Details on the form — same GST treatments as Customer. Currency is required and locks after save (Settings → Currencies).
Note: GST Treatment, GSTIN, PAN, and tax fields follow the same rules as Customer. This page does not repeat that catalogue. Place of supply vs company state still drives CGST / SGST / IGST on purchase documents that use this vendor.
3. Addresses
One billing address, one default shipping, plus additional shipping rows. Purchase documents pick from these. Attachments on the form: up to 3 files, 5 MB each.
4. Branches — credit limit, payment terms, balances
Every active branch gets a row: Opening Balance, Current Balance, Status. Turning Branch Wise Credit Limit or Payment Terms off does not merge Opening Balance into one company total.
Restriction Document: Which documents check the credit limit amount: Purchase Order, GRPO, Bill. Company defaults: Settings → Credit limits until this vendor overrides them.
Restriction Payment Terms Document: If a type is listed, you cannot create that document while this vendor has an Overdue bill. That is the overdue block.
Changing Opening Balance later: Adjusts Current Balance by the difference — it does not wipe history.
5. Opening balance — you owe them vs they have credit
Each branch row has an Opening Balance. The sign chooses which module settles it later.
Positive Opening Balance
You owe them
Stored as an opening payable. Pay it in Payments Made like a bill. The payment picker shows (Vendor opening balance). Approving that payment reduces remaining opening payable and Current Balance.
Negative Opening Balance
They have credit with you
Stored as vendor credit. This is not a Payment Made. When any branch is negative, vendor detail shows Auto Map Opening Balance and Pay Against Bill. On an unpaid bill for that branch, the button is Apply Credit.
Current Balance: Starts from Opening Balance, then moves with bills, payments made, debit notes, and OB applications. Detail shows Total Opening Balance and Total Current Balance as the sum of branch rows.
Pay Against Bill (vendor detail): On the vendor header when any branch Opening Balance is still negative. Opens Apply Opening Balance to Bills. The Branch picker lists only those negative-OB branches. This does not create a Payment Made.
Auto Map Opening Balance (vendor detail): Same header. Maps this vendor's remaining credit onto open bills, oldest due date first. Confirm modal: Auto Map Opening Balance to Bills. This vendor only. The Bills list TOOLS action maps remaining credit across vendors.
Apply Credit (bill detail): On an unpaid bill whose branch still has remaining vendor credit. The modal locks the branch to the bill's branch. It is not Apply to Bill on a Debit Note.
Opening balance payments tab: Under Transactions when history exists. Positive-side source is Payment Made. Negative-side source is Bill (credit mapped onto bills).
Add Vendor Opening Balance (list): IMPORT & EXPORT on the vendor list. Vendors must already exist. Branch names as columns. Same sign rules once those amounts exist.
Warning: You cannot lower a branch's Opening Balance below what has already been applied, and you cannot flip it from payable to credit (or back) while those applications exist. For a positive balance, remove the Payment Made applications first. For a negative balance, remove the bill credit mappings first.
6. Credit limit and unused credit
Credit Limit: Overall, or per branch when Branch Wise Credit Limit is on. Checked on PO / GRPO / Bill only if those types are in Restriction Document.
Unused Credit (vendor brief): Sum of Debit Note available balances for this vendor. Not negative Opening Balance, and not Unused Amount on a Payment Made. The label next to it can still read Outstanding Receivable — that wording is not re-titled for vendors.
7. Linking a Vendor to a Customer
Checkbox Linked to the Customer plus a Customer Name picker. Inverse of Customer's Linked to the Vendor. One link each; unlink first to pick someone else. Both sides update together.
On a linked vendor detail: Extra Sales Transactions for the customer side.
On a linked customer detail: Extra Purchase Transactions for this vendor.
8. Adding one at a time vs Bulk Add
Add: Primary CTA → /vendors/new.
Add Bulk Vendor: IMPORT & EXPORT. Same wizard as customers; payload isVendor. Labels use VENDOR NO.
Export Vendors: Same toolbar. File name Vendors_Export.
ANALYTICS: Top Vendor by Purchase when you have that analytics view right.
9. Viewing vendor details
Header: Mark Vendor As, Edit, Delete, General Ledger, and Auto Map / Pay Against Bill when a branch Opening Balance is negative. No 360 View, no portal invite.
Transactions cover Purchase Order, GRPO, Bill, Payment Made, Debit Note, and Opening balance payments when those exist.
10. Deleting a vendor
Blocked if any linked documents exist: bills, POs, GRPOs, debit notes, payments made, recurring bills, item preferred vendor, or a link to a customer. Unapplied Opening Balance alone does not block; applied OB does, via those documents. Deactivate is blocked while open purchase documents exist (PO, GRPO, Bill, Recurring Bill, Recurring Expense, Debit Note — excluding Paid and Cancelled bills).
11. Where a vendor gets picked elsewhere
Purchase Order, GRPO, Bill, Payment Made, Debit Note, Recurring Bill, Expense (optional party), Recurring Expense. Currency, payment terms, and addresses come from this record onto those documents at create time.
Business rules
| Topic | Rule |
|---|---|
| Same screens as Customer, vendor mode | Add, list, detail, bulk import, and bulk opening balance reuse the Customer forms with isVendor on. Permission resource is Vendors. Numbering uses Vendor Number Configuration on Add Vendor |
| Subscription gate | Only creating a vendor, single or bulk, is limited by your plan (same Customer plan feature on the shared API). Editing, deleting, linking, addresses, and every dropdown are not |
| Display name uniqueness | Checked without regard to letter case. Two Vendors cannot share a display name. A Customer and a Vendor can |
| Currency locks after saving | Required when you create the vendor. The picker is Settings → Currencies. Cannot be changed once saved |
| Restriction documents are purchase only | Credit limit and overdue checks on this party use Purchase Order, GRPO, and Bill — not Quote, Sales Order, Delivery Challan, or Invoice. Company defaults live under Settings → Credit limits until this vendor overrides them |
| Opening Balance sign chooses the settlement module | Positive Opening Balance (you owe them) is paid in Payments Made as (Vendor opening balance). Negative Opening Balance (they have credit with you) is applied to Bills with Apply Credit / Pay Against Bill / Auto Map Opening Balance — it is not a Payment Made. You cannot flip the sign or reduce below already-applied amounts until those applications are removed |
| Negative credit is applied branch by branch | Opening Balance lives on each branch row even when Branch Wise Credit Limit is off. Pay Against Bill on the vendor detail only lists branches whose Opening Balance is still negative. Apply Credit on a bill is locked to that bill's branch. Auto Map on the vendor maps only this vendor; Auto Map on the Bills list maps remaining credit across vendors |
| Unused Credit is Debit Notes | The vendor brief drawer Unused Credit is the sum of Debit Note available balances. It is not negative Opening Balance and not Unused Amount on a Payment Made |
| No portal and no 360 View | Vendor list hides Portal Access, Portal Accepted, and Created From. Detail has no Resend Invite and no 360 View. Account Type is Accounts Payable |