How to Add a Vendor Record

A vendor is a company or person you purchase goods and services from. Vendor records track information about your vendors and enable you to view past transactions and communications with them.
  1. Go to the Lists drop down
  2. Click Relationships
  3. Click Vendors
  4. Select New

Primary Information:

Note: next to Vendor ID, you can choose to clear the Auto box to manually enter a name for this record. If you leave this box marked, NetSuite assigns a name or number for this record based on your settings at Setup > Set Up Auto-Generated Numbers.

  1. Type: choose whether this vendor is a company or an individual
  2. Company Name: enter the legal name of this vendor. The Company Name will appear on allAddress fields (Note: if you use Auto-Generated Numbering, you should enter the vendor name here to ensure that it appears along with the code in lists)
  3. Phone: enter a phone number for your vendor
  4. Fax: enter a fax number for your vendor
  5. Email: enter the email address of your vendor. This is the email address for Purchase Orders and Remittance Advices (payment voucher)
  6. Web Address: enter a URL for this vendor’s Web address. When you return to this record for viewing, this address is a link
  7. Address: enter an address for your vendor from the Address tab
  8. Click Save

Note: Leaving the Address blank will result in no customer/vendor details on Transaction print outs. Always ensure that Address details are entered and ensure that you select a default address.

General (Subtab):

  1. Contacts: enter information about your contacts with this vendor
  2. Phone Calls: view or enter new phone calls for this vendor
  3. Tasks: view or enter CRM task records relating to this vendor
  4. Events: enter events for this vendor
  5. User Notes: you can add and track notations about this vendor
  6. Files: you can select and add files from the File Cabinet that are associated with this vendor

How to Add a Vendor Record 3

Address (subtab):
  1. Default Shipping: check this box if this is the main address for sending packages to this vendor, eg. when returning defective products
  2. Default Billing: check this box if this is the main address for sending documents to this vendor
  3. Label: enter the label for this address. You can choose this label from drop-down lists on transactions to select the address for this vendor, eg. “Company XYZ – Head Office”, or “Company XYZ – Sydney Branch”
  4. To enter Address details click the Edit button

How to Add a Vendor Record 4

Next:

  1. Country: enter the vendors country
  2. Attention: enter whom this package should be directed to
  3. Addressee: enter the company name to appear on shipping labels
  4. Phone: enter a phone number where the person receiving the package or mail can be reached
  5. Address 1: enter the first line of the address
  6. Address 2: enter the second line of the address
  7. City: enter the city
  8. County/State/Province: select the state from the drop-down menu
  9. Post Code: enter the post code
  10. OK: to save the record

Financial (subtab):
  1. Tax Reg. Number: enter the vendors ABN (Australian Business Number) / NZBN (New Zealand Business Number) as applicable
  2. Account: enter the account name or number for this vendor
  3. Legal Name: enter the legal name for this vendor
  4. Default Expense Account: select a default expense account for purchases from this vendor
  5. Default Payables Account: select a default accounts payable account for payments from this vendor (Accounts Payable Field – generally left blank)
  6. Terms: select the terms you have with this vendor
  7. Credit Limit: select the credit limit you have with this vendor
  8. Tax Code: select the default tax code you want applied to purchase orders and bills for this vendor.  Australian Vendors – set to GST:NCT and Foreign Vendors – set to GST:NA-AU
  9. Save: Click to save the record

Note: You can change the tax code on individual transactions.

Bank Payment Details (subtab):

  1. BSB Number: enter the BSB for your bank account
  2. Bank Account Name: enter the name for the bank account
  3. Bank Account Number: enter your bank account number
  4. Bill Payment by EFT: select whether the payments can be made by EFT
  5. Bank Account Payment Description: enter the description for the bank account payment
  6. Save, the record

 Superannuation

Note: If the vendor record you are creating is a super fund then complete these details. The Superannuation details can only be done by a Payroll User Roles.

  1. Super Funds Name: your super funds name
  2. SPIN: Superannuation Product Identification Number
  3. USI: Unique Superannuation Identifier (USI)
  4. ABN/NZBN: enter the super funds ABN (Australian Business Number) / NZBN (New Zealand Business Number) as applicable
  5. Account Name: enter the super fund account name
  6. BSB Number: enter the super fund Bank State Branch (BSB) Number
  7. Account Number: enter the super fund account number
  8. Electronic Service Address (ESA): enter the Electronic Service Address
  9. Click Save

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