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Vendors

Vendors are the master data records at the center of the Accounts Payable subledger. Every purchase invoice, return invoice, and payment is ultimately posted against a vendor record, so the defaults configured here - group, tax profile, credit limit, and financial dimensions - carry forward onto every transaction created for that vendor.

Creating a Vendor​

Navigate to Accounts payable > Vendors and select New.

The General tab collects:

  • Vendor name, Phone number, Contact person, Address, Notes: Basic identification and contact details.
  • Vendor group: Classifies the vendor and, if the group has one configured, supplies default Payment term and Sales tax group values - see Vendor groups.
  • Sales tax group: The vendor's tax profile, used together with an item's own tax group to determine which taxes apply - see Sales tax groups.
  • Credit limit, Unlimited credit limit, Mandatory credit limit: Governs how much exposure is allowed before a posting is blocked or flagged - see Credit limit enforcement for the full evaluation logic.
  • Procurement warehouse: The default warehouse for purchase orders placed with this vendor.
  • Payment method, Payment schedule, Payment term, Currency code: Defaults applied to new invoices for this vendor.

Default dimensions​

A General journal line lets you type a value for each financial dimension segment directly, because you're entering a ledger account manually. Posting a purchase invoice works differently: the amount is routed to a ledger account automatically, through the Vendor posting profile, with no line-by-line entry step where a dimension value could be typed in. Without a way to supply dimension values for that automatic routing, every invoice posted for a vendor would land on its ledger account with no dimensional breakdown at all.

Default dimensions solve this: they are the dimension values applied to a vendor's postings when no more specific value is supplied elsewhere.

Open a vendor's details page and select the Default dimensions tab. Each financial dimension defined in the General Ledger (see Financial dimensions) is listed with its current value, initially Not set.

Only available after the vendor is saved

The Default dimensions tab is disabled on the Add vendor form - a new vendor has no Id yet for a dimension default to attach to. Save the vendor first, then open its details page to configure defaults.

Default dimensions are a starting point, not a fixed constraint: the Financial Dimensions section on an individual purchase invoice shows the same dimension list and can be edited there, overriding the vendor's default for that one document without changing the default itself.

  • Vendor transactions: The subledger view of every invoice, return, payment, and refund posted for a vendor.