Vendors

Vendors is your list of the suppliers and contractors you pay. Every bill belongs to a vendor, so keeping vendor details complete makes bills faster to enter and payments easier to track.

Open it from Invoicing (AP-AR) > Accounts Payable > Vendors.

Before you start

To view vendors you need the permission to view vendors. To add or change them you need the permission to manage vendors. A workspace admin can grant both in Team Management.

Add a vendor

On Vendors, click New vendor.
Enter a Display name. This is the name used on bills and in pickers, and it is the only required field.
Optionally add a Legal name, Email, Phone and Country.
Set the Default currency and Default payment terms (days).
Optionally enter a Default expense account code. This is the expense account the vendor’s bills are normally recorded against. When you turn an email from this vendor into a draft bill, its lines use this account.
Click Create vendor.

You can also create a vendor while entering a bill. When you upload a bill from a vendor Bokapsys has not seen before, it offers to create the vendor from the details it read on the bill. See Bills. The Email inbox can also add a vendor from an email.

Edit a vendor

Click a vendor’s name to open it. Here you can complete the rest of the record:

The vendor’s tax number and Tax ID type (EIN (business), SSN (sole trader) or ITIN). For a US vendor, or one you send a 1099, the field is Tax ID (EIN, SSN or ITIN): enter the full 9-digit number. It’s stored encrypted, and after you save only the last four digits are shown. To change it, type the new number in Replace tax ID. For a vendor outside the US, the field is VAT or tax number.
Send this contractor a 1099: tick this for contractors and freelancers you pay, so their payments count towards their Form 1099-NEC. Companies you buy goods from usually don’t need one. A 1099 can’t be filed until the full 9-digit tax ID is on file. See Contractor 1099s.
Address, including city, region, postal code and country.
Default expense account, Default payment terms (days), Default currency and Notes.

Click Save when you are done. To start a bill for this vendor, click New bill, either on the vendor’s page or in their row on the list.

Add a vendor’s bank account

Store the bank details you pay a vendor into, so they are on hand when you pay.

Open the vendor and, under Bank accounts, click Add account.
Enter a Label (for example “Primary” or “USD”), the Account holder name and Bank name.
Enter the Account # (last 4 only), plus the Routing #, or the IBAN and SWIFT/BIC for an international account, and the Country.
Tick Primary to make this the account you pay by default, then click Save.

A vendor can have several bank accounts. Click Edit on an account to change it.

Deactivate a vendor

Open the vendor and click Deactivate. The vendor no longer appears when you pick a vendor for a new bill, and all of their existing bills and payment history stay intact. The list shows them as inactive.