Create or Import a Vendor

Add vendors manually or in bulk to support purchases, payments, and financial reporting — with full contact, billing, and compliance details.

🔐 Access Control

• Only Admin users or staff with vendor permissions can create or import vendors
• From the Dashboard, use the side menu to navigate: Accounting → Vendor

✏️ Create a Vendor Manually

Click + Create Vendor to open the form.

1️⃣ Basic Info (Required)

• Name*: Full vendor name or company name
• Contact*: Include country code (e.g. +44, +91)
• Email*: Used for purchase notifications and CRM records
• Password*: Required — used for secure login if vendor access is enabled
• Tax Number: Optional — for VAT or compliance tracking

2️⃣ Billing Address (Required)

• Name*
• Phone* (with country code)
• Address*
• City, State, Country, Zip Code

Click Create to save the vendor. The vendor will now be available in purchase workflows, reports, and payment records.

📥 Import Vendors via CSV

Click the Import button in the top right of the Manage Vendors page.

1️⃣ Download Sample File

• Click Download Sample Vendor CSV File
• Review the format and required columns (e.g. Name, Contact, Email, Address)

2️⃣ Prepare Your CSV

• Fill in vendor details using the sample structure
• Ensure all required fields are complete
• Save the file in .csv format

3️⃣ Upload CSV

• Click Choose File and select your CSV
• Click Upload to import vendors in bulk
• The system will validate entries and display success or error messages

✅ Best Practices

• Always include country codes in phone numbers
• Use consistent naming for audit clarity
• Add tax numbers for VAT-registered vendors
• Review vendor list quarterly to archive inactive records
• Use the import feature for onboarding vendors from legacy systems or spreadsheets
• Validate imported data before initiating purchases or payments