Vendors

Vendors are businesses or individuals who provide services or supplies that you pay for.

Some common examples of vendors are your power company, the landscaper who maintains the church grounds, and the company you purchase office supplies from. Government agencies would also be considered vendors since you pay taxes to them. When you enter transactions, these are the payees.

Add a Vendor

Add individuals or businesses that you pay. The individuals you add are not employees, but they could be congregants that attend your services.

You must have accounting administrator or the appropriate accounting specialist permissions to perform this task. See Accounting Roles and Permissions for more information.

In the top-left corner, click your ministry hub then Accounting. Then click Vendors.
Click Add Vendor.
Select whether this vendor is a Person or a Business.
Enter the name. If the vendor has a Realm profile or is an employee, a list of potential matches displays. If you click a name, that person's available information is automatically entered.
Complete the fields, then click Save.
Note: If this is a business, a contact name is optional. All other fields are identical, no matter which type of vendor you select.

In the following tutorial, we add a congregant as a vendor.

Manage Vendors

Make changes to a vendor's details or delete a vendor altogether that you never work with.

You must have accounting administrator or the appropriate accounting specialist permissions to perform this task. See Accounting Roles and Permissions for more information.

In the top-left corner, click your ministry hub then Accounting. Then click Vendors.
Click beside a vendor, and select one of the following:
- Edit
- Delete
Note: You cannot delete a vendor that currently has activity, but you can make it inactive.
If you edit, make any necessary changes, and click Save. If you delete, click Delete again to confirm.

Attach Files to a Vendor

Attach files to a vendor.

You must have accounting administrator or the appropriate accounting specialist permissions to perform this task. See Accounting Roles and Permissions for more information.

In the top-left corner, click your ministry hub then Accounting. Then click Vendors.
Click Add or on the same row as the appropriate vendor.
Click Add Attachment.
Optional: Click View allowed file types to make sure your attachments will be accepted.
Click Choose File.
Locate and select the file you want to attach.

Note: The file must be 20 MB or less and must be in an acceptable format.
Give the file a descriptive name.
Optional: Add notes to further define what the attachment is for.
Click Save.
The file will remain attached until you delete it.
If you need to attach another file, complete these steps again. If you're finished, click Done.

Edit a Vendor's Attachment

Edit the information of a file attached to a vendor.

You must have accounting administrator or the appropriate accounting specialist permissions to perform this task. See Accounting Roles and Permissions for more information.

In the top-left corner, click your ministry hub then Accounting. Then click Vendors.
Click on the same row as the appropriate vendor.
Click and select Edit.
Make any necessary changes, then click Save.
Click Done.

Delete a Vendor's Attachment

Delete an attachment from a vendor.

You must have accounting administrator or the appropriate accounting specialist permissions to perform this task. See Accounting Roles and Permissions for more information.

In the top-left corner, click your ministry hub then Accounting. Then click Vendors.
Click on the same row as the appropriate vendor.
Click and select Delete.
To confirm, click Delete again.
Click Done.

Download a Vendor's Attachment

Download an attachment to your computer to view later.

You must have accounting administrator or the appropriate accounting specialist permissions to perform this task. See Accounting Roles and Permissions for more information.

In the top-left corner, click your ministry hub then Accounting. Then click Vendors.
Click on the same row as the appropriate vendor.
Click the name of an attachment to download its file.
Browse and locate the downloaded file.
Optional: Double-click the file to view it.

View Vendor Information

See a vendor's basic information and the transactions associated with them.

You must have accounting administrator or the appropriate accounting specialist permissions to perform this task. See Accounting Roles and Permissions for more information.

In the top-left corner, click your ministry hub then Accounting. Then click Vendors.
Click the name of the vendor whose information you want to view.
On the Transactions tab, click the calendar to select a date range, and filter what you see.
To view open and voided transactions, select Include Open and/or Include Voided.
For transaction attachments, either:
- Click to view existing attachments and add more.
- Click Add to attach a new file.

Filter Vendor Information

If you're looking for a particular piece of vendor information, like the amount you paid or the project you purchased materials for, filter your list of transactions.

You must have accounting administrator or the appropriate accounting specialist permissions to perform this task. See Accounting Roles and Permissions for more information.

In the top-left corner, click your ministry hub then Accounting. Then click Vendors.
Click the name of the vendor whose information you want to view.
On the Transactions tab, click .
Complete the fields for what you want to filter, and click Filter.

Print a Vendor Detail Report

Print a list of a particular vendor's transactions for your records. This includes their basic information and their unpaid and paid totals.

You must have accounting administrator or the appropriate accounting specialist permissions to perform this task. See Accounting Roles and Permissions for more information.

In the top-left corner, click your ministry hub then Accounting. Then click Vendors.
Click the name of the vendor whose information you want to print.
Click the calendar, and select a date range to filter the transactions you want to print.
Click . A preview of your report displays.
Click the printer icon for a physical copy or Download for a .pdf file.

Merge Two Vendors

Merge two vendor records into one.

You must have accounting administrator permissions to perform this task. See Accounting Roles and Permissions for more information.

If you have two similar records whose information needs to be combined, merge them. The record that's selected in the Keep this Record field will maintain its information. All transactional information will be kept from both records.

In the top-left corner, click your ministry hub then Accounting. Then click Vendors.
Click Merge.
Enter and select the name of the vendor whose information you want to keep.
Enter and select the name of the vendor you want to merge.
Review all information to make sure the information you want to keep is correct.
1. Click to swap the information you want to keep.
Click Merge.
The following action cannot be undone. Review your information again and click Merge Records.

Merge a Vendor with an Employee

Merge a vendor's information with an employee's.

You must have accounting administrator permissions to perform this task. See Accounting Roles and Permissions for more information.

In the top-left corner, click your ministry hub then Accounting. Then click Vendors.
Click Merge.
Enter and select the name of the vendor whose information you want to keep.
Enter and select the name of the employee you want to merge.
Warning: We recommend that you keep the employee's record to make sure you keep their tax information. If you decide to keep the vendor's record instead, ensure the employee's tax information is correct before running payroll again.
Review all information to make sure the information you want to keep is correct.
1. Click to swap the information you want to keep.
Click Merge.
The following action cannot be undone. Review your information again and click Merge Records.

Vendors Field Descriptions

Detailed information that could be helpful while you set up vendors.

Name and Business Name: If the vendor is a person, enter their name in the Name field. If it is a business, enter it in the Business Name field. If you also have Realm, you can select from existing profiles.
1099 Vendor: A 1099 is sent to any vendor you pay that is not an employee at the end of the year. Select this option for the vendors who fall under this category.
Use Business Name as DBA on 1099: This is for business vendors only. Sole proprietors who do business under a trade name can see the Doing Business As (DBA) below their name as the recipient of their 1099.
Automatically Assign Next Invoice Number: When you enter an invoice for this vendor, the invoice number will automatically be assigned. This option is selected by default, so clear it if you would rather assign invoice numbers yourself.
Tax ID: This is an identifying number used for the purpose of filing taxes to the IRS that prints in the Recipients Identification Number box of a 1099. Because a Tax ID could be assigned by the Social Security Administration or by the IRS, make note of which type of number a vendor uses to enter and format it properly. SSNs should be formatted XXX-XX-XXXX for individuals. EINs, on the other hand, should be formatted XX-XXXXXXX for sole proprietors, corporations, partnerships, and so on.
Account Number: Enter the account number the vendor has assigned to you.
Default Expense Account: Select the necessary Segments to associate a specific expense account with a vendor. When you select this vendor for a transaction or invoice, the expense account automatically displays.

What would you like to know more about?