Vendor Management

• When in the Purchase Request or Purchase Order screen
• Click Edit button in the Header section
• Click on the + button next to the vendor label
• This will open a popup

In the General tab

• Account name: Legal name required for accounting and printing in the invoice
• Address: Address that is required for accounting, communication and printing, Provide street address, city, country and pincode as needed
• Title, First name, last name: These are the details of the contact person
• Mobile, Email: Important for communication with the vendor, followups and maintaining relationship
• Is Company: Select this if the Account name refers to a company

The address and contact details provided here will be added as a default address, and default contact for that account.

In the Tax tab

• Provide the tax id applicable as per the government rules

In the Personal Details tab

• Birth date: This information is used by the system to notify about an upcoming birthday
• Provide other personal details: Marriage date, zodiac, gender etc as necessary to maintain a relation with the vendor

Note: It is important to get the consent of the vendor to record the personal details

Note: The tax and contact details provided here are automatically linked to a new PR / PO

• Go to the Vendor Management menu
• Click Quick Add button in the search screen
• This will open a popup
• Provide the details in the same way as the steps given in the Scenario 1 above

If a vendor has multiple contact: example contact details of the accounts person, or the secretary, then follow the below steps to add more contact

• Go to the Vendor Management menu
• Search for the vendor that needs to be modified
• Open the vendor record

You can search using various filters: Name, address, mobile, email, or vendor id

Vendor name is also displayed as a link in PR / PO / Receipt. You can click on this link to open the vendor detail

After vendor record is opened by following above steps

• Go to the tab labeled Contact / Address
• Find the button Add Contact and click
• This will open a popup
• Fill the following information: Contact type, Title, First name, Last name, Mobile, Email
• Click confirm button in the popup
• Click Save on top of the screen to save the changes made to the vendor record

• Go to the tab labeled Contact / Address
• Find the contact that you want to edit
• Click on the edit button (looks like a pen)
• This will open a popup
• Make the necessary changes
• Change default contact: If you want to change the default contact then click on Set default for that contact in the popup
• Click confirm button in the popup
• Click Save on top of the screen to save the changes made to the vendor record

Note: Default contact is used for display in the search screen and in the reports and prints

If a vendor has multiple address: example office address, home address, then follow the below steps to add more address

• Go to the Vendor Management menu
• Search for the vendor that needs to be modified
• Open the vendor record

You can search using various filters: Name, address, mobile, email, or vendor id

Vendor name is also displayed as a link in PR / PO / Receipt. You can click on this link to open the vendor detail

After vendor record is opened by following above steps

• Go to the tab labeled Contact / Address
• Find the button Add Address and click
• This will open a popup
• Fill the following information: Address type, Street address, city, country, pincode
• Click confirm button in the popup
• Click Save on top of the screen to save the changes made to the vendor record

• Go to the tab labeled Contact / Address
• Find the contact that you want to edit
• Click on the edit button (looks like a pen)
• This will open a popup
• Make the necessary changes
• Change default address: If you want to change the default address then click on Set default for that address in the popup
• Click confirm button in the popup
• Click Save on top of the screen to save the changes made to the vendor record

Note: Default address is used for display in the search screen and in the reports and prints

• Go to the Vendor Management menu
• Search for the vendor that needs to be modified
• Open the vendor record
• Go to the tab labeled Profile
• Provide the details as necessary
• Birth date: This information is used by the system to notify about an upcoming birthday
• Provide other personal details: Marriage date, zodiac, gender etc as necessary to provide a service to the vendor

Note: It is important to get the consent of the vendor to record the personal details

• Go to the Vendor Management menu
• Search for the vendor that needs to be modified
• In the account name column: Click on the Edit button next to the name
• This will open a popup to edit: General details, Tax and Personal details
• In the Personal Details tab: You can provide the birth date, and other personal details
• Make changes as necessary and click Confirm to save

• Go to the Vendor Management menu
• Search for the vendor that needs to be modified
• Open the vendor record
• Go to the tab labeled Bank
• Click Add Bank button
• Provide the account details as per the screen
• Click Confirm
• and then Click Save button on top

Repeat the above steps to add multiple bank accounts

Some vendors are required to provide special ISO certificate as per the regulations from government. You can add these as the attachments in the system

• Go to the Vendor Management menu
• Search for the vendor that needs to be modified
• Open the vendor record
• Go to the tab labeled Attachment
• Click + Attachment button
• Drag the file or select a file from your computer
• Select the type of attachment. Example: Certificate
• Click Confirm
• and then Click Save button on top

Repeat the steps to add more attachments

When a duplicate vendor is created, or you find a duplicate entry from the past data

Follow the below steps to mark the vendor as duplicate:

• Identify which vendor record you want to be mark as duplicate and which will become the main
• Search the vendor you want to mark as duplicate
• Click on the Edit button next to the name in the search screen to open quick editor popup
• In the popup you will see the label: Parent Id.
• In Parent Id, select the main vendor.
• Click on Confirm button

Note: Duplicate entry will disappear from the main search screen and it will show under “Duplicate” section of the search screen

If a vendor is defaulting for any reason and you do not wish to deal with it further. Instead of deleting the vendor the better way is to change the status of the vendor.

Follow the steps below to change the vendor status:

• Go to the Vendor Management menu
• Search for the vendor that needs to be modified
• Open the vendor record
• Go to the tab labeled General
• Next to the label Status, there is an arrow, click on it
• Choose the status that is appropriate: Suspended, Defaulter, Inactive, etc.
• and then Click Save button on top

This vendor will not appear while making a new PR / PO

• Account Name should be correct as per the legal requirement
• If Account Name belongs to company, set Is Company to yes
• If the Account is company, then tax id is important.
• Name of the Account must match with the name in Odoo, otherwise it will cause problem with synching with Odoo and with accounting reports.