Creating a vendor / supplier

Creating a vendor / supplier

Vendors (also called suppliers) are the people and companies you purchase goods and services from. In Usystems, you create and manage vendor records to track their contact information, payment terms, and purchase history.

Before you start

• You need permission to create contacts (typically granted to purchasing, procurement, or finance roles).
• Have the vendor's basic information ready: name, contact person, phone, email, and address.
• If you plan to track vendor invoices and payments, prepare their banking details.

Steps

1. Go to Contacts → Vendors and select the Create new vendor button. Open in Usystems

2. Fill in the vendor's Name (required) — this is how the vendor appears in purchase orders, bills, and reports.

3. In the Contact Information section, enter:

   • Contact person — the name of the person you typically communicate with
   • Phone — primary contact number
   • Email — email address for purchase documents and follow-ups
   • Address — street address, city, and country

4. Scroll to Accounting Details and set:

   • Currency — the currency in which you typically transact with this vendor (e.g., AFN, USD)
   • Payment terms — how long after invoice receipt you typically pay (e.g., Net 30 days)

5. In Banking Information (optional but recommended for electronic payments):

   • Bank name
   • Account holder name
   • Account number / IBAN
   • Swift code (if international transfers apply)

6. Review the summary and select Save.

The vendor is now active in your system. You can immediately use them on purchase orders, bills, and cash purchases.

Accounting impact

Creating a vendor record itself has no accounting impact. However, when you create a bill or purchase order against this vendor, those documents will post to accounts based on the items and the vendor's designated currency.

Tips & common mistakes

• Name clarity: Use the legal vendor name (not abbreviations) so your reports and vendor lists are clear.
• Currency consistency: If a vendor always sends invoices in a specific currency, set that as their default; you can override it per document if needed.
• Duplicate vendors: Before creating a new vendor, search the vendor list to avoid creating duplicate records for the same supplier.