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Add a vendor

Details, GSTIN, payment terms and the compliance documents that expire.

A vendor record holds who they are, how you pay them, and the papers you are supposed to have on file. The GSTIN matters most — it is what lets input credit be claimed properly.

Steps

  1. Go to Procurement → Vendors and choose New.
  2. Enter the name and, if they are registered, the GSTIN. The state is read from it and decides the tax split on their bills.
  3. Set payment terms — this drives the due date on every bill from them.
  4. Add contacts, addresses and a category if you group vendors.
  5. Save.

Compliance documents

  1. Open the vendor and go to the Documents tab.
  2. Upload the GST certificate, PAN, MSME registration, or anything else you keep.
  3. Set an expiry date where one applies.
  4. Expiring documents surface before they lapse, rather than the day somebody needs one.

An unregistered vendor is not a mistake. Leave the GSTIN blank and reverse charge is handled where it applies, rather than being worked out by hand later.

Next in procurement Raise a purchase order → Receive goods and match the bill →

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