Company Vendor

Owned by Ernesia Toney
Last updated: May 22, 2024 by Salome Lagvilava
3 min read

Company vendors refer to external vendors with whom the company has business transactions. These vendors provide goods and services to the company, and the company manages payments to them through the application. These vendors can be found and selected on the cover page of an expense report. 


To create a Company Vendor:

  1. On the left side of the screen, click the arrow  to expand the Organization menu.
  2. Click Vendor
  3. Click the Add button  in the toolbar.
  4. Fill in the following required fields:
    1. Vendor Type* - Select Company Vendor from the drop-down menu.
    2. Active - This field will be checked by default. If you want to make a vendor inactive, the box will need to be unchecked.
    3. Vendor* - Enter a unique Vendor ID. This field is limited to 20 characters.
    4. Name* - Enter a name to identify the Vendor. This field is limited to 100 characters.
    5. Description - Enter text to further identify the Vendor. This field is limited to 255 characters and is optional.
    6. Restrict Access: 
      1. Yes- will restrict access so only those that are assigned to the vendor can access the vendor record.
      2. No - will allow the vendor to be unrestricted and all users can access the vendor record.
    7. PO Required - Select 'Yes' if the PO is required, or 'No' if it is not. 
    8. Currency*- Select the vendor currency.
    9. Payment Terms* - By default, this is set to 30. If it is different, type in the number of days.
    10. Payment Type*- Select either ACH or Manual Check.

      * Indicates a required field

  5. These are optional fields that can be entered and are more for informational purposes. A screen shot is available below so you can see where the information will be displayed.
    • Email 1 - Enter in an email address.
    • Email 2 - Enter in an alternate email address.
    • Phone 1 - Enter in a phone number.
    • Fax - Enter in a fax number.
    • Address 1 - Enter in the vendor address.
    • Address 2 - Enter additional address information.
    • Traveled City - Enter the vendor city.
    • State - Enter in the vendor state.
    • Zip - Enter in the vendor zip code.
    • Zip 4 - Enter in the last 4 digits of the vendor zip code.
    • Country - Select the vendor country.
    • Company - Select the company the vendor may be associated with based on the companies set up in the application.
    • Vendor Other ID - Enter in an alternate vendor name that can be used in the search functionality.
  6. Click the Save button to save the record.

Display of Vendor Information for End User

  1. On the cover page of the vendor payment report (*note: you must create a corresponding "Vendor Payment" report type for external vendors).

2. When you use the search functionality  on the vendor field the Vendor Detail screen will be available when you click on the vendor ID. 



2024 DATABASICS, Inc