FAQ: Creating & Managing Vendors
Quick answers to common questions about vendor setup and maintenance.
FAQ: Creating & Managing Vendors
Q: Can I change a vendor's name after I've used them on bills and purchase orders?
Yes. Editing a vendor's name updates it for all new documents, but does not change the name that was recorded on past bills or purchase orders. This keeps your audit trail accurate—each document retains the vendor name it was created with.
Q: What happens if I deactivate a vendor?
Deactivation hides the vendor from dropdown lists when you create new documents, but does not delete their record. All their past bills, purchase orders, and payments remain visible in reports and history. You can reactivate them at any time if you start working with them again.
Q: Can I create a vendor without an address?
Yes. The only required field is the vendor's Name. Contact details, banking information, and address are optional. We recommend adding as much detail as possible so your team always has a way to reach the vendor and verify payments.
Q: What currency should I set as the vendor's default?
Set the currency that you most commonly transact with that vendor in. For example, if you always receive invoices in USD from a foreign supplier, set their default currency to USD. You can override the currency on individual bills if needed.
Q: What happens to bills and payments if I change a vendor's banking details?
Changing banking details only affects future payments to that vendor. Past payments remain posted with the bank account details that were recorded at the time. New bills and payments will use the updated banking information.
Q: Can multiple vendors have the same name?
Technically yes, but we strongly recommend using unique names to avoid confusion. If two vendors share the same legal name (e.g., parent and subsidiary), add a clarifying detail to the name (e.g., "ABC Imports — Dubai" vs. "ABC Imports — Singapore").
Q: How do I find a vendor if I don't remember their exact name?
Use the search box at the top of the vendors list. You can search by partial name, and the system will show matching results. This works even for deactivated vendors if you enable Show inactive.
Q: Can I delete a vendor entirely?
We do not recommend deletion because it removes their audit trail and historical records. Use deactivation instead, which hides the vendor from dropdowns but keeps all their past transactions visible and intact.
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