Creating Vendor

In XoroERP, the process of creating and managing vendors is a streamlined and comprehensive experience. At the core of this functionality is the record of the essential vendor information, including critical details such as Vendor Name, Contact Information, Payment Terms, Tax specifications, and Account details. Going beyond standard offerings, XoroERP provides users with the flexibility to further customize vendor profiles by incorporating additional information like Vendor Type, Company Name, Lead Time, and Minimum Order Amount.

Once these pivotal details are inputted into the system, they seamlessly become an integral part of the vendor's profile, accessible through the Vendor Info module. This ensures that every time an order is placed with the vendor, the system automatically retrieves the pertinent information, thereby simplifying and expediting the ordering process.

To create a Vendor, go to Menu > Purchase > Vendor Section > Vendor

Creating Vendor Fields

You need to fill in the following fields to create a Vendor in XoroERP.

Primary

This tab allows you to fill in the primary details of the Vendor.

Field	Description
Vendor Type	This allows you to select the type of the Vendor. The Vendor Type can be a Consultant, Manufacturer, Service Provider, Supplier, and so on. You can create the Vendor Type using the Vendor Type module.
Company Name*	This is the name of the vendor's company.
First Name	This is the first name of the vendor.
Last Name	This is the last name of the vendor.
Vendor Name*	This is the name of the vendor.
Currency	This is the home currency of the vendor. This can be selected based on the country of the Vendor.

Fields marked with an asterisk * suffix are required fields.

Contact Info

This tab provides a platform to input the vendor's contact details, encompassing crucial information about the vendor. By completing the Contact Info tab, organizations ensure that essential stakeholders within the company can readily access precise and up-to-date contact information for the vendor. This promotes smooth communication, expedites issue resolution, and fosters personalized engagement with the vendor.

The Contact Info page consists of two sub-tabs: Contact Info and Address Info.

Contact Info

This sub-tab allows you to populate email addresses, phone numbers, and additional contact info of a vendor.

Field	Description
Job Title	This allows you to select the Job Title of the Vendor.
Main Phone	This allows you to fill in the main phone number of the Vendor.
Billing Phone	This allows you to update the Billing Phone of the Vendor.
Work Phone	This is the work phone number of the Vendor. This number is usually for the Vendor's store or outlet.
Mobile Phone	This allows you to update the Mobile Phone of the vendor.
Fax	This allows you to update the Fax No. of the vendor.
Main Email	This allows you to update the main email for the vendor. This represents the primary email address associated with the vendor.
Billing Email	This is the billing email for the vendor. This email address serves as the designated billing contact for the vendor.
CC Email	This is the secondary email if available.
Other Contact Info	This is additional information, if any, regarding the vendor's contact details.

Address Info

XoroERP offers users the ability to enter multiple "Bill to" and "Ship to" addresses, a valuable feature for companies with diverse stores or establishments in different locations.

Billed From Address Details

Clicking on the Edit button will allow you to update Billed From Address Details in a pop-up window.

Field	Description
Name	This allows you to update the First Name and Last Name of the vendor.
Company Name	This allows you to update the Company Name of the vendor.
Address	This allows you to update the "Billed From Address" of the Vendor.
Address2	This allows you to update additional information of the address if required.
City	This allows you to update the City of the vendor.
State	This dropdown option allows you to select the State of the vendor.
Zip/Postal Code	This allows you to update the Zip/Postal Code of the Vendor.
Country	This dropdown option allows you to select the Country of the Vendor.
Phone	This allows you to update the Phone Number of the vendor.
Email	This allows you to update the Email of the vendor.

Once you have updated the aforementioned details, click Save to update successfully.

Please note that the system automatically retrieves and populates the First Name, Last Name, Company Name, Main Phone Number, and Main Email Address in the Bill to Address Fields.

Shipping From Address

Field	Description
Name	This allows you to update the First Name and Last Name of the vendor.
Company Name	This allows you to update the Company Name of the vendor.
Address1	This allows you to update the main address line of the vendor that includes shop number, factory number, etc.
Address2	This includes the lane number or a landmark.
City	This allows you to update the City of the vendor.
Country	This dropdown option allows you to select the Country of the vendor. For example, the US, Canada, etc.
State	This dropdown option allows you to select the State of the vendor. For example, California.
Zip/Postal Code	This allows you to update the Zip/Postal Code of the vendor's address.
Phone	This allows you to update the Phone no. of the vendor.
Email	This allows you to update the Email of the vendor.

Please note that the system automatically retrieves and populates the First Name, Last Name, Company Name, Main Phone Number, and Main Email Address in the Ship to Address Fields.

Important options

The system also provides you with the option to make the Billing and Shipping address the same by checking the following tick box.

Remove - This allows you to remove an address.

Payments

Within the Payments tab, you can configure the payment details for the vendor, encompassing default accounts and payment terms. Establishing default accounts entails linking specific financial accounts with the vendor, enhancing the efficiency of recording and monitoring financial transactions. This guarantees that payments involving the vendor, whether incoming or outgoing, are precisely documented in the relevant accounts, thereby contributing to the comprehensive financial accuracy of the system.

Field	Description
Opening Balance	This allows you to update the opening balance of the vendor. The opening balance is the balance that is brought forward at the time of creation.
Opening Balance Date	This allows you to update the Opening Balance Date of the vendor.
Account No.	This allows you to update the Account Number of the vendor.
Default Payable Account*	This allows you to update the Default Payable Account of the vendor. Accounts payable (AP) are amounts due to vendors or suppliers for goods or services received that have not yet been paid for.
Default Expense Account	This allows you to update the Default Expense Account of the vendor. Vendor expenses are expenses associated with a Purchase Order and submitted as a bill from a vendor.
Payment Terms	This allows you to update the Payment Terms specific to the Vendor. For example, COD or CIA.
Credit Limit	This allows you to set up the Credit Limit of the vendor.
Name on Cheque	This allows you to define the vendor name that will be displayed on the Cheques associated with the vendor.
Default Payment Method	This allows you to update the Default Payment Method of the Vendor.

Sales Tax

The Sales Tax tab facilitates the configuration of the vendor's tax structure based on their location. This functionality is particularly valuable for businesses operating in diverse regions with varying tax regulations. Users can utilize this tab to set up and customize tax-related parameters specific to each vendor, ensuring accurate and compliant taxation practices.

Tax Code - This field may remain unspecified, as XoroERP's system-dependent functionalities automatically compute the tax. Nevertheless, if the vendor's address is provided, you have the option to pre-select the applicable tax.

Business Number - Enter the business number used for filing the taxes.

Shipping

The Shipping tab offers a specialized interface for setting up shipping details and related parameters tailored to a specific vendor within the XoroERP system. This functionality empowers users to specify essential elements, including the default shipping method and shipping type. This precision ensures accurate and customized management of shipping-related information for individual vendors.

Shipping tab fields

Field	Description
Default Ship Method	This is the Default Ship Method of the vendor. XoroERP provides three options to be selected as shipping method - Pick Up - Select this if the vendor is picking up the goods by themselves. Delivery(Own Truck) - Select this if your company’s truck is being used for the delivery. Delivery(Third-Party) - Select this if an external company ships the goods for you.
Default Carrier	This is the Default Carrier of the vendor responsible for delivering the order. This field gets populated when the Default Ship Method is selected as Delivery(Own Truck/Third Party). If Delivery (Own Truck) is selected, the company’s carrier can be selected. However, if Delivery (Third Party) is selected, choose another company’s carrier for shipping (FedEx, UPS, etc.).
Default FOB	This allows you to specify the Default Freight On Board for the vendor. You can select either Origin or Destination.
Default Shipping Service	This is the Default Shipping Service of the vendor.
Default Shipping Terms	These are the Default Shipping Terms set up for the vendor. Available options - Prepaid, Collect, Prepaid & Billed, Collect & Allowed, Third Party Billing.
Shipping Account Number	This is the Shipping Account Number, (if available) of the vendor.

Other Info

The Additional Information Tab within the Vendor Management system provides a valuable resource for enriching vendor profiles with pertinent details. This information serves a pivotal role in operational efficiency, particularly in determining vendor lead time and establishing minimum order amounts. Such insights contribute to the seamless creation of purchase orders, streamlining procurement processes for optimal business performance.

Bank Transfer Info

This tab allows you to update the Bank Transfer Types for the vendor.

Email Templates

Default Document Templates Mapping in Vendor Creation:

Within this tab, users can establish Default Document Templates Mapping with Vendors, allowing for the definition of Default PDF Templates, Email bodies, and the designated "Send From Email" details.

Select Document Field*:

This feature facilitates the selection of a document associated with a specific vendor, enabling the seamless mapping of an Email Template.

Configuration Options:

Users can define the following parameters:

1. Document (PDF): Specify the PDF document that will be attached to the email.

2. Email Template (Email Template Body): Determine the Email Template to be utilized in the communication.

3. "Send From" Email (Company/User): Set the source email, either from the company or a specific user, for sending the communication.

This configuration ensures a streamlined and personalized approach in mapping default document templates to vendors, enhancing communication efficiency within the system.

Custom Fields

This tab allows you to update any additional fields that you intend the system to populate when searching for a vendor or when creating a Purchase Order. This feature provides the flexibility to capture and store additional information relevant to the vendor. You can create these fields in the Custom Fields module.

Header Level Options

For efficient management of Vendor Info, the Vendor Info module offers duplicate functionality at the header level.

Create Duplicate - XoroERP allows you to create duplicate entries for vendors. This feature facilitates the generation of a duplicate entry, allowing users to create a new vendor record mirroring the details of an existing vendor. It serves as a time-saving solution for instances where identical vendor information needs to be replicated within the system.

Update Vendor - The "Create Vendor" page additionally provides the capability to modify the existing information for the chosen vendor.

All the above-mentioned Header level options are valid once the vendor is created and the details are saved.

Adding duplicate phone numbers for Vendors

XoroERP provides you with the ability to add duplicate phone numbers for multiple vendors. This is an app config based feature. The app config, "Allow duplicate phone numbers in vendors" enables this feature.

Enable this config to allow duplicate phone numbers for vendors. This feature is designed to accommodate scenarios where multiple vendors may share the same contact number, ensuring your vendor management process is as seamless and efficient as possible.