Editing and deactivating vendors

Editing and deactivating vendors

You can update a vendor's contact details, banking information, or payment terms at any time. You can also deactivate (disable) a vendor if you no longer work with them, while keeping all their historical purchase records intact.

Before you start

• You need permission to edit contacts (typically the same role that creates them).
• You can edit a vendor even if they appear on historical documents; existing bills and purchase orders are not affected.
• Deactivation is reversible — you can reactivate a vendor later if needed.

Steps to edit a vendor

1. Go to Contacts → Vendors and find the vendor you want to edit. Open in Usystems

2. Click the vendor's name to open their record.

3. Edit any field:

   • Name — update the legal or trading name
   • Contact Information — phone, email, contact person, address
   • Accounting Details — default currency, payment terms
   • Banking Information — bank name, account number, SWIFT code

4. Select Save to apply the changes.

All future documents created for this vendor will use the updated information. Past documents retain the details they were created with.

Steps to deactivate a vendor

1. Go to Contacts → Vendors and open the vendor you want to deactivate. Open in Usystems

2. Select Deactivate (or similar inactive toggle, depending on your version).

3. Confirm the action. The vendor is now marked as inactive.

Result: The vendor will no longer appear in dropdown lists when creating new documents, keeping your forms cleaner. Their historical bills, purchase orders, and payments remain visible in reports and reports.

To reactivate a vendor

1. In the vendors list, enable the Show inactive toggle to display deactivated vendors.

2. Open the inactive vendor's record.

3. Select Reactivate to restore them to active status.

Accounting impact

Editing or deactivating a vendor does not change any past transactions. All bills, purchase orders, and payments remain posted and visible. Deactivation is purely a UI convenience; it does not affect data.

Tips & common mistakes

• Spelling updates: If a vendor's legal name changes, update it so new documents use the correct name.
• Banking changes: If a vendor opens a new bank account, update their banking information before creating the next bill.
• Don't delete: Use deactivation instead of deletion to keep audit trails and historical records intact.