QuickBooks POS: How To Add Vendors
Vendors
Note: If you have accessed this topic after copying another QuickBooks POS vendor record, start with Step 2. Edit the information brought from the copied record as needed.
Multi-Store Note: In a QuickBooks POS multi-store configuration, only Headquarters can add or edit vendors.
To create a new vendor record:
- Select New Vendor from the QuickBooks POS Purchasing menu.
A blank vendor form is opened. - Make entries in the vendor information fields, as needed.
Company is a required field.
This table lists the name and use of each vendor field. Fields shown in brackets, e.g. [field name], are suggested or read-only fields auto-filled by Point of Sale. Fields marked with a * are required fields.
When viewing a record list, columns (fields) shown below are not visible, you can customize the columns to add them.
Field Usage Vendor Code Optional alphanumeric code, up to 3 characters, identifying the vendor. This code is printed on price tags and can be used to lookup and list the vendor on another record or document.
Company* Vendor company name. Required.
Contact and Address Fields Vendor contact name(s), address, and phone numbers.
Inactive Select this check box to hide unused vendors from the active vendor list in QuickBooks POS and to stop exchanging the vendor’s information with QuickBooks Desktop Financial software.
Vendor Notes Optional notes, such as shipping lead time, FOB point, etc.
Account # Your account number with the vendor. This number is printed on purchase orders and receiving vouchers that are created for the vendor.
Terms Default payment terms for the vendor. These terms are suggested on purchase orders and receiving vouchers made for the vendor. Shared with QuickBooks Desktop, if integrated.
E-mail The vendor’s e-mail address. Entering an e-mail address allows you to send an e-mail from the vendor record and to e-mail documents, such as purchase orders, from within Point of Sale.
Vendor Website Record the vendor’s web address URL. Click Go to Web to launch your browser and view the site. Internet connection required.
Custom Fields (Pro) Define and use up to seven custom fields(See 3.6.18) to track information not included in the basic fields. Once defined, these QuickBooks POS fields can be used to filter your vendor list and reports, and can be added to customized print templates (such as purchase orders and receiving vouchers).
QB Status — (QuickBooks Desktop financial software users only) Vendor list only. Displays the Financial Exchange status of the record: Not Posted (not yet sent to QuickBooks Desktop), Completed (sent to QuickBooks Desktop), or Error (attempting to send QuickBooks Desktop resulted in an error).
3. Select Save.
Originally published at BlackRock.
