Overview
The Vendor Details screen stores the main information QBM needs for purchasing, vendor invoices, payables, tax handling, vendor statements, and day-to-day supplier communication.
Main purposeCreate a reliable vendor master record used across purchasing and payables.
Key controlsTerms, accounts payable, expense defaults, currency, tax setup, and addresses.
Business valueCleaner vendor bills, better due-date control, and more accurate payable reporting.
Where To Find It
Common Path: Vendors > Vendor List > New or Open Vendor Details
You may also open the same vendor from Vendor Center or from purchasing documents that link back to the vendor record.
How Vendor Records Work
A vendor record is the main supplier profile in QBM. It supports purchasing, bill entry, payment scheduling, vendor credits, and reporting. Good vendor setup saves time because users do not need to re-enter the same defaults every time a purchase document is created.
- Vendor identity details help users pick the right supplier.
- Terms, currency, and A/P account settings support bill entry and due-date tracking.
- Expense and tax defaults help keep purchasing accurate.
- Address and contact details support bill-from, remittance, and supplier communication needs.
- Custom fields and attachments help store contract or supplier-specific information.
Tabs And Main Areas
| Area | What It Is Used For |
|---|---|
| General Details | Vendor name, group, company details, status, and general notes. |
| Financial Details | Currency, payment terms, A/P account, expense account, credit amount, and opening balance. |
| Addresses | Main and additional vendor addresses, phone numbers, emails, website, and printed address format. |
| Tax Details | Tax code, TRN, and in some cases tax-agent related settings and tax filing frequency. |
| Custom Fields And Documents | Extra company-specific information and attachments linked to the vendor. |
| Schedules Or Activities | Available in some editions for reminders, supplier activities, or recurring follow-up. |
Important Fields
| Field | What It Means | When To Use It |
|---|---|---|
| Name | The main lookup name for the vendor. | Use a clear and searchable supplier name. |
| Company Name / Full Name | Additional identity fields for printed or legal supplier naming. | Useful when the search name is shorter than the full business name. |
| Vendor Group | Categorizes the vendor into a supplier group. | Use for filtering, reporting, or supplier segmentation. |
| Vendor Since | The date the supplier relationship started. | Helpful for history and long-term vendor review. |
| Inactive | Stops normal use of the vendor without removing history. | Use when the vendor is no longer active. |
| Currency | The usual buying currency for the vendor. | Set it when the vendor typically bills in a specific currency. |
| Terms | The vendor's standard payment terms. | Use so due dates flow correctly into payables work. |
| A/P Account | The accounts payable account linked to the vendor. | Usually controlled by your accounting structure. |
| Expense Account | The default expense account used when applicable. | Useful when the vendor normally posts to a specific expense area. |
| Credit Amount | The allowed credit amount or payable control limit for the vendor relationship. | Use when the business wants a visible purchasing credit control level. |
| Balance | The current balance for the vendor. | Review it for information rather than setup. |
| Opening Balance And As Of Date | Beginning payable balance carried into QBM from an earlier system. | Use during migration or controlled correction work only. |
| Tax Code | The default tax handling for vendor transactions. | Important for correct bill and VAT treatment. |
| TRN | The supplier tax registration number. | Store it when it needs to appear on tax-related documents or reviews. |
| Tax Agent / Tax Frequency | Available in some setups for suppliers involved in tax-agent or filing-related workflows. | Use only when those business processes are relevant to your company. |
| Name On Check | The printed payee name used where cheque payments are important. | Useful when the legal payment name differs from the short vendor name. |
| Notes | Internal supplier notes. | Use for practical information that helps future purchasing work. |
Address And Contact Management
Vendor addresses may include head office, remittance, branch office, or contact-specific details. Keep those addresses clear so printed documents and follow-up work remain accurate.
- Use the primary address for the main supplier contact location.
- Use billing-related defaults for invoice and payment correspondence where needed.
- Store contact name, title, phone, mobile, email, WhatsApp, and website only where they help operational work.
- Review the printed address format so vendor-facing output looks professional and complete.
Recommended Workflow
- Create the vendor and enter a clear supplier name, group, and company details.
- Set the main financial defaults such as currency, terms, A/P account, and default expense account.
- Review tax code, TRN, and any tax-agent related options if your company uses them.
- Add the main address and other useful contact addresses and mark the correct default behavior.
- Save the record and test it on a purchase document to confirm terms, tax, and address output.
- If you are migrating existing balances, enter the vendor opening balance with the correct opening date and review it carefully after saving.
Best Practice
Best practice: Keep vendor naming consistent with how bills and statements are received. This makes vendor searches, payment runs, and reconciliation work much easier.
Important: Review A/P account, tax code, and opening balance carefully before the vendor is used in live purchasing. These settings affect downstream financial reporting.
- Use inactive status instead of deleting old vendors when history should remain available.
- Store only useful addresses and remove duplicates that confuse users.
- Keep TRN and contact details current so supplier documents stay complete.
- If a vendor is also a customer in your business model, keep that relationship controlled and documented.