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Vendors

The Vendors module is your register of all suppliers — fuel stations, maintenance workshops, border agents, spare parts dealers, and subcontractors. Every purchase invoice and operational expense links back to a vendor record.

Vendor types​

When creating a vendor, assign one of the standard types to keep your supplier base organised:

TypeTypical use
FuelService stations and fuel suppliers
MaintenanceGarages and mechanical workshops
Border AgentClearing agents at border posts
Spare PartsParts dealers and tyre suppliers
SubcontractorThird-party trucking companies
OtherAny supplier that doesn't fit the above

This list is the default, not a fixed one — a Tenant Admin can add or remove vendor types for your tenant under Settings → Integrations → Vendor & Partner Registry.

Vendor list​

Go to Vendors to see all your suppliers in a searchable list — under Finance in the nav for Logistics tenants, or under Sales for Accounting/Clearing-only tenants without Logistics. In the business-unit menu layout, it's under Finance → Money out.

  • Search by name, type, TIN, or phone
  • Sort by clicking any column header — name, type, TIN, phone, or total spend (approved expenses linked to the vendor)
  • Click any row to open the full vendor detail page directly (there is no FactBox summary panel for vendors, unlike Customers/Invoices/Quotations)

Exporting to Excel​

Click ⇩ Export to Excel to download the currently filtered/searched vendor list as a formatted workbook — vendor name, type, TIN, phone, email, address, and total approved spend, with a totals row on the spend column.

Vendor detail page​

TabContents
OverviewVendor name, type, TIN, phone, email, address; four Expense stat tiles (Expenses count, Approved Spend, Pending Value, Last Activity); and a full Expense History list — every operational expense linked to this vendor, with category, date, amount, and approval status
Purchase LedgerFull statement of all purchase invoices for this vendor

Purchase Ledger​

The Purchase Ledger tab shows:

  • Summary cards — Total Billed, Paid, and Outstanding balance
  • Invoice table — all purchase invoices with bill number, description, due date, amount, and status
  • Overdue invoices are highlighted in red with the number of days past due

This gives you a complete view of your payables position with any individual supplier.

Creating a vendor​

  1. Go to Vendors → click + Add New Vendor
  2. Fill in:
    • Company Name (required)
    • Vendor Type — select from your vendor types (starts on Other)
    • Phone (required)
    • TIN # — optional supplier tax identification number
    • Email — for correspondence
    • Address
    • Default Currency — optional, see Default currency
  3. Click Register Vendor

Name and phone are both required — if either is empty, the vendor isn't saved. This form doesn't check for duplicate names, so search the list first.

Creating a vendor from another form​

Wherever you pick a vendor — a purchase invoice, purchase order, expense, trip expense, outsourced trip subcontractor, workshop job, or a sales order's drop-ship supplier — the vendor field is a searchable list: type part of the name, type, TIN, phone, or email. If the vendor doesn't exist yet and you hold Manage Vendors, click + New Vendor at the bottom of the list. A short form (name, vendor type, phone, email, TIN, default currency — only the name is required) saves the vendor and selects it on the form straight away. A name that already exists is refused, so you pick the existing vendor instead.

Default currency​

Set Default Currency (TZS or USD) on the vendor card — click Edit — for a supplier who usually bills you in a foreign currency. Leave it on Company default and they follow your base currency.

When you pick the vendor on a new purchase order or purchase invoice whose currency is different, you're asked whether to switch; choose Cancel to keep the document's currency. A drop-ship purchase order raised from a sales order starts in the sales order's currency and asks the same question for the supplier you choose. Prices already entered are not converted, and changing a vendor's default currency never changes existing documents.

Archiving a vendor​

There's no permanent-delete option for vendors — Archive is the only removal action, and it's always available regardless of whether a vendor has existing purchase invoices. It's a soft, reversible action: the record and all its historical bills stay intact, it's just marked archived.

Permissions​

PermissionWhat it allows
vendor.manageView, create, edit, and archive vendors — a single permission covers the whole module, including + New Vendor inside vendor lookups on other forms

Assign this in Settings → Users & Access → Roles & Permission Matrix.