One vendor record behind every quotation, receipt, bill, and payment
Keep each supplier once — company or individual, addresses, contacts, tax ID, payment terms, fiscal position, bank details, industry, and notes. Purchase quotations, receipts, gate passes, and vendor bills all point back to it.
Built for
- Purchasing teams — Address RFQs to a vendor whose terms and contacts are already on file.
- Accounts payable — Bill and pay vendors with tax ID, payment terms, and bank details recorded once.
- Warehouse & gate staff — Match inbound receipts and gate passes to a known vendor.
- Owners & managers — See who you buy from and how much through Purchase Analysis.
What Vendor Management does inside ERPS X
Vendors is the supplier master for your company. Each record holds the Vendor Name, a Vendor Reference, whether the vendor is a company or an individual, the main Address (street, city, state, zip, country), Phone, Mobile, Email, Website, Tax ID, tags, and an image.
Under Contacts you add people and additional addresses — invoice, delivery, other, and private — each with name, email, phone, mobile, and notes. Sales & Purchase settings record the salesperson, Payment Terms, Fiscal Position, and a Receipt Reminder. A miscellaneous section holds reference and Industry; a banking section holds Account Holder, Bank, and Account Number; internal notes complete the record.
Because the vendor is a single record in the company database, every Request for Quotation, Receipts transfer, inbound Gate Pass, vendor bill, and vendor payment references it. The Purchase Dashboard and Purchase Analysis then report spend by vendor from the same data.
Purchasing teams
Address RFQs to a vendor whose terms and contacts are already on file.
Accounts payable
Bill and pay vendors with tax ID, payment terms, and bank details recorded once.
Warehouse & gate staff
Match inbound receipts and gate passes to a known vendor.
Owners & managers
See who you buy from and how much through Purchase Analysis.
Everything Vendor Management gives your team
Each feature below is part of the application as it ships in your ERPS X workspace — no add-ons, no separate licences.
Vendor profile
Name, reference, company/individual type, address, phone, mobile, email, website, tax ID, tags, image, and internal notes.
Multiple addresses & contacts
Add invoice, delivery, other, and private addresses plus named contacts with their own phone, email, and notes.
Payment terms & fiscal position
Set the terms and fiscal position that flow into purchase quotations and vendor bills.
Receipt reminder
Record a receipt reminder setting per vendor so follow-ups on expected deliveries are consistent.
Bank details
Account holder, bank, and account number ready for vendor payments.
Spend by vendor
Purchase Dashboard and Purchase Analysis report what each vendor has been asked for and supplied.
A closer look at Vendor Management
The screens, records, and controls you will actually work with day to day.
Profile
- Vendor Name and Vendor Reference
- Vendor Type: company or individual
- Street, city, state, zip, country
- Phone, mobile, email, website
- Tax ID, tags, image
Contacts & terms
- Invoice, delivery, other, and private addresses
- Named contacts with email, phone, mobile, notes
- Salesperson and Payment Terms
- Fiscal Position
- Receipt Reminder
Finance & misc
- Reference and Industry
- Account Holder, Bank, Account Number
- Internal notes
- Used by RFQs, receipts, gate passes, vendor bills, payments
- Access via the Purchase application by department
The Vendor Management workflow
From first setup to daily use — the path your team follows inside the application.
Add the vendor
Enter name, reference, type, address, phone, email, website, and tax ID.
Add contacts
Create invoice, delivery, or other addresses and the people you deal with.
Set terms
Record payment terms, fiscal position, receipt reminder, and bank details.
Buy from them
Raise requests for quotation and receive goods against the vendor.
Bill and review
Post vendor bills and payments in Accounting; review spend in Purchase Analysis.
Where teams use Vendor Management every day
Distributor with many suppliers
Keep every supplier's terms and contacts in one list that purchasing and payables share.
Manufacturer qualifying component vendors
Record industry, references, and notes per vendor for the buying team.
Retailer paying by bank transfer
Bank account details are on the vendor record when payments are made.
Vendor with separate billing and delivery sites
Invoice and delivery addresses live under one vendor.
Goods arriving at the gate
Inbound gate passes reference the vendor so security can match paperwork to supplier.
Annual supplier review
Purchase Analysis shows spend per vendor to support negotiations.
What changes when Vendor Management runs on ERPS X
Outcomes you can expect once the application is live for your company.
One record everywhere
RFQs, receipts, gate passes, bills, and payments all reference the same vendor.
Faster purchasing
Terms and contacts pre-fill when you raise a request for quotation.
Accurate payables
Tax ID, payment terms, and bank details are captured once and reused.
Spend you can see
Purchase dashboards report by vendor from live data.
Per-company vendor lists
Each ERPS X company keeps its own vendors in its own database.
Controlled access
Vendors are edited by users holding the Purchase application with editor rights.
Works with the rest of your ERPS X workspace
Vendor Management shares one database with every other application in your company workspace. No connectors, no exports — the same record everywhere.
Popular with
Vendor Management — common questions
What is stored on a vendor record?
Where are vendor bills and payments handled?
Can one vendor have several addresses?
Is the vendor list shared between companies?
Do POS suppliers use this list?
Know your suppliers as well as your customers
Start a 14-day trial, activate ERPS for your company, and add your first vendors from the Inventory menu.