Create a Vendor and Vendor Contact
Creating Vendors and Vendor Contacts in our system is an easy process, like creating Companies and Contacts.
To create a Vendor, use the quick add button (+ icon) located in the menu at the top of the page and go to Payables > Add Vendor. You can also go to the left-hand menu and select Contacts > Vendors and click on + Add Vendor in the top right corner of the page.
The form Add New Vendor will pop-up. The Vendor Name and Vendor Type will always be required. If you have the system configurations ‘Require EIN/Tax ID for All Vendors’ or ‘Require address for every Vendor’ enabled, those fields will be required as well before you can create the Vendor. There are additional optional fields you can enter, including ACH account information and dynamic attributes.
To create or manage Vendor Types, go to Settings > Contacts > Vendor Types. There are a few system default Vendor types, but you can create additional types by using the + icon. In the Add Vendor Type popup, simply enter a name and click save. When creating or editing a Vendor, you can choose from the Vendor Types, including the system defaults and any you created. When searching for Vendors, you can filter by type, and can see the type in your search results.
Each vendor type has an option to allow for the auto-generation of vendor invoices. Enabling this setting makes it possible to automatically create invoices for your vendors of this type.
At the bottom of the Add New Vendor form, there is a button to Add a Vendor Contact. This allows you to create a contact for your vendor in the same form, rather than creating the vendor, then creating a vendor contact.
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When adding a Vendor Contact, the First Name, Last Name, Email, and Type are required fields. Click Save to create both the new Vendor and the Vendor Contact in the system.
When you create your Vendor, you will be redirected to the Vendor Overview page. Here, you can view and edit information about the Vendor, and use the tabs to view and manage the Vendor’s contacts, purchase orders, invoices, agreements, and more.
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Go to the left-hand menu and select Contacts > Vendors to search for existing vendors at any time.
To create a Vendor Contact, use the quick add button (+ icon) located in the menu at the top of the page and go to Payables > Add Vendor Contact. You can also go to the left-hand menu and select Contacts > Vendor Contacts and click on + Add Vendor Contact in the top right corner of the page.
The form Add New Vendor Contact will pop-up. The Type, Vendor, First Name, Last Name, and E-Mail are required fields.
Choose the Type from the drop-down menu.
Dropdown menu like the system configurations in the help center:
To create or manage Vendor Contact Types, go to Settings >Contacts > Vendor Contact Types. When creating or editing a Vendor Contact, you can choose from these Types. When searching for Vendor Contacts, you can filter by type, and can see the type in your search results.
The Writer and Photographer system default types can be assigned to Editorials, and Distributors are needed to create locations and route sheets in the distribution module.
To create a new type, click the + icon. In the Add Vendor Contact Type popup, enter a name, and choose whether to require Terms and Conditions for the type. If you choose to require Terms and Conditions, you will be required to enter the Terms and Conditions before saving the type. Click here for more information about terms and conditions.
Next, fill in the Vendor name. For an existing vendor, start by typing in the name and choose the vendor from the list. For a new vendor, you will need to click on the + icon and fill out the Add New Vendor form. Make sure to click Save.
Add the First Name, Last Name and E-Mail for your new vendor contact.
Here, you can also upload a new W9 or check the box for “W9 On File”. There is also the option to upload a Vendor Application or check the box for “Vendor Application On File”. Both documents can also be uploaded at a later date. In order to generate the information necessary for the IRS form 1099, you'll need to have a W9 on file.
There are a handful of other optional fields you can choose to enter, such as address or phone number. Once all the fields are filled out, click Save to create your Vendor Contact. If you created a new Vendor in this pop-up, the Vendor will be created in the system as well, and the Vendor Contact will be automatically associated with it.
You will now see the Vendor Contact page (Overview tab) for your new vendor contact.
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Go to the left-hand menu and select Contacts > Vendor Contacts to search for existing vendor contacts at any time. You can also add a new vendor contact from the Search Vendor Contacts page.
From the Vendor Contact page, you’ll be able to view and edit Contact Information, Vendor Center Information, Vendor Details, and Application Information. In addition, view and manage the vendor contact’s purchase orders, invoices, editorial assignments, agreements, and notes from the tabs at the top of the page.