7.9. Vendors

A vendor is a company or person from whom you purchase goods or services. Vendors must be registered within the A/P system.

7.9.1. New

To register a new vendor, select the BusinessVendorNew Vendor menu item. Fill in general information about the vendor, such as Company Name, Address, Phone, Fax, etc. Below is a list of the other options:

  • Identification - Vendor Number - can be any number by which you would like to refer to this vendor. You may leave it blank and a number will be chosen automatically. See Section 10.3.4, “Counters Book Options Tab” for more info

  • Identification - Active - differentiates active vendors from inactive ones. This is useful when you have many past vendors, and you want to see only those marked active.

  • Payment Address - Name - is the contact name of the person to receive payments you make.

  • Notes - records any additional comments about the vendor. Use it to track names of contact people within the vendor’s company, for example.

  • Payment Information - Currency - specifies the payment currency for this vendor. It will default to the default currency set in Preferences

    Note

    All Bills and Credit Notes will be denominated in this currency and GnuCash will require an Accounts Payable account in this currency.

  • Payment Information - Terms - specifies the default payment terms for this vendor. Payment terms must be preregistered using BusinessBilling Terms.

  • Payment Information - Tax Included - specifies if tax is included in bills from this vendor. You can choose Yes, No, or Use Global.

    • Yes means that tax is already included in amounts on bills.

    • No means tax is not included.

    • Use Global means to use the setting made in the global preferences accessible through EditPreferences (GnucashPreferences on Mac OS X).

  • Payment Information - Tax Table - specifies a default tax table to apply to bills from this vendor. Tax tables must be registered using the BusinessTax Table menu item.

7.9.2. Find and Edit

To search for an existing vendor, use the BusinessVendorFind Vendor window. You select a vendor to View/Edit from the results of the search. This window is also used to look up a vendor when entering bills and processing payments.

If many vendors match the search criteria you provide, the search can be refined by running an additional search within the current results. The current result set is searched when the Refine Current Search radio button is selected. In fact, GnuCash selects this option for you after you run the initial search.

If the vendor you are searching for does not match the supplied search criteria, change the search criteria, click the New Search radio button and then the Find button. The relevant step is the New Search selection. If the vendor is not in the result of the original search, and you only search within this set, the vendor cannot be found, regardless of new search criteria.

Tip

To return a list of all registered active vendors, set the search criterion to matches regex, and place a single dot . in the text field area. Make sure Search only active data is checked, then click Find. The regular expression . means to match anything.