Selecting the vendor on a cash purchase

The vendor (supplier) you select determines the currency, default payment account, and any discounts or taxes that apply to the purchase. Selecting the correct vendor is essential for accurate record-keeping and accounting.

Before you start

• The vendor must already exist in your Contacts. If you are buying from a new supplier for the first time, ask your administrator to add them first.
• If the vendor supplies in multiple currencies, confirm which currency you are using with them before filling in the cash purchase.

Steps

1. Open a new or existing cash purchase. Open in Usystems

2. Click the Vendor field. A dropdown list will appear showing all vendors in your contacts.

3. Type the vendor's name (or part of it) to filter the list. For example, typing "Ahmed" will show all vendors with "Ahmed" in their name.

4. Click the vendor's name to select them.

5. The Currency field will automatically fill with the vendor's default currency. If the vendor supplies in multiple currencies, you can change this by clicking the Currency dropdown.

6. The Payment Account (the cash account that will be used) will auto-fill based on the vendor's settings. If you need to pay from a different account (e.g., a USD bank account instead of AFN), click the Payment Account dropdown to change it.

7. Continue filling in the rest of the purchase form.

Accounting impact

The currency and payment account you select determine:

• Which cash account is credited when the purchase is paid.
• The conversion rate applied (if paying in a foreign currency).
• Any currency-based taxes or discounts.

Tips & common mistakes

• Vendor not in the list? The vendor may not be set up yet. Ask your administrator to create the vendor in Contacts first. Do not leave the field blank and type a new name; this will not create a vendor record.
• Wrong currency showing? If the vendor's default currency is wrong, check with your administrator. The vendor record may have been set up with the wrong currency by mistake.
• Multiple payment accounts? If your business has multiple bank accounts in different currencies, choose the account from which you are actually paying. For example, if paying in USD, select your USD bank account.

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