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:
| Type | Typical use |
|---|---|
| Fuel | Service stations and fuel suppliers |
| Maintenance | Garages and mechanical workshops |
| Border Agent | Clearing agents at border posts |
| Spare Parts | Parts dealers and tyre suppliers |
| Subcontractor | Third-party trucking companies |
| Other | Any supplier that doesn't fit the above |
Vendor list
Go to Accounting → Vendors to see all your suppliers in a searchable list.
- Search by name, type, or phone
- Click any row to open the FactBox summary panel
FactBox
Clicking a vendor row opens the FactBox — a side panel with a quick summary without leaving the list:
- Total billed (all time)
- Outstanding AP balance (approved but unpaid bills)
- Number of purchase invoices
- Last bill date
Click Open → to navigate to the full vendor detail page.
Vendor detail page
| Tab | Contents |
|---|---|
| Overview | Vendor name, type, TIN, phone, email, address, contact person |
| Purchase Ledger | Full 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
- Go to Vendors → click + New Vendor
- Fill in:
- Vendor Name (required) — must be unique
- Type (required) — select from the list above
- TIN — supplier's tax identification number
- Phone (required)
- Email — for correspondence
- Address
- Contact Person
- Click Save
Archiving a vendor
Vendors with existing purchase invoices cannot be permanently deleted. Use Archive to remove them from active lists while preserving all historical bills.
Permissions
| Permission | What it allows |
|---|---|
vendor.view | View vendor list and detail pages |
vendor.create | Add new vendors |
vendor.edit | Edit vendor details |
vendor.delete | Archive (soft-delete) vendors |
Assign these in Settings → Access → Roles.
Related
- Purchase Invoices → — record and approve vendor bills
- Posting Setup → — map the Accounts Payable account for auto-posting
- AP Aging → — full payables aging report
- Data Import → — bulk-import vendors from a spreadsheet