Selecting the vendor on a purchase order

The vendor (or supplier) is the person or company you are ordering from. Selecting the correct vendor ensures that your order is properly recorded, linked to the vendor's account, and used for future reference when matching invoices.

Before you start

• Vendor must exist in the system: If the vendor is not yet in your contacts, ask your administrator to add them or create a new vendor contact first.
• Permission required: You need to be able to create or edit purchase orders.

Steps

1. Open the purchase order form (Purchase Orders → New Purchase Order)
   Open in Usystems

2. In the Vendor field, click the dropdown or search box.

3. Type the vendor's name, partial name, or code to search. The system will show matching vendor records.

4. Click on the correct vendor from the list to select them. If you cannot find the vendor, contact your administrator to ensure they are registered in the system.

5. Once you select a vendor, their details (such as default payment terms or currency preferences, if set) may auto-populate in the purchase order.

6. Proceed to add items and complete the rest of the purchase order as normal.

Accounting impact

Selecting a vendor links the purchase order to that vendor's account. When you receive goods and the invoice is matched, the system records the payable amount under the vendor's balance, increasing what you owe them.

Tips & common mistakes

• Use your vendor's legal business name or the code your company uses for them to make searching easier.
• If a vendor has multiple names or aliases, ensure only one vendor record exists in the system to avoid duplicate orders.
• Double-check the vendor before finalizing the order—changing the vendor on a finalized order may not be allowed.
• If the vendor is inactive or archived in your system, it may not appear in the search. Ask your administrator to reactivate the vendor if needed.