How to Add and Configure a New Vendor

This guide shows how to quickly set up a vendor so bills, compliance, and company-specific accounts populate correctly and consistently across your system. It explains required profile fields, default and company-specific account settings (including the vendor account number vs. expense/accounting numbers), and key flags like 1099 and insurance compliance. It also details managing vendor files, contacts, insurance records, and ownership relationships for complete vendor administration.

15 steps

How to Navigate to Vendors

From the navigation menu, select **Accounting >** select **Vendors.**

Vendor Tab Overview

How to Add a New Vendor

From the **Vendor** tab, select **Add New Vendor.**

Complete the **Vendor Profile** fields.

Select the **Default Account Settings** tab > Complete the **Default Account Settings** fields.

The **account number field** refers to the account number that your company has with that vendor, which may vary by property or company, not the vendor’s bank account number or the expense account number.

Select the appropriate option from the **Bill Term** dropdown. **NOTE:** The bill term field should contain the vendor’s standard payment terms—such as due upon receipt or net terms—so those terms automatically populate when a new bill is created.

If the vendor requires **insurance compliance** and/or is **1099 eligible,** select the appropriate checkboxes.

Select the **Company Specific Account Settings** tab to add a company-specific account to the vendor > Select **Add New Company Specific Setting.**

Complete the information for the **Company Specific Account Settings** > Select **Save.**

Once all required vendor information has been completed, select **Save.**

Vendor Specific Tabs

Once the vendor is created, you can navigate between various tabs for that vendor.

**Files Tab:** Allows you to upload and view vendor-related files such as the vendor's W9. You can also note missing files.

**Contacts Tab**: Allows you to view and add vendor-specific contacts. Select **New Contact** > Complete the contact information > Select **Save**.

**Insurance Tab**: Allows you to view and add vendor-specific insurance information. Select **New Entity Insurance** > Complete the insurance information and upload related files > Select **Save**.

**Ownership Tree Tab:** Allows you to see a visual representation of a company’s ownership structure. You can toggle between **Beneficial Ownership** and **All Relationships.**