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Home Release notes Vendors get a module, and the reports learn about money

Vendors get a module, and the reports learn about money

A vendor was somebody to raise a purchase order against. That is the last step of a relationship, not the whole of it.

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A vendor is not a lookup table

A vendor was a row attached to Procurement: somebody to raise a purchase order against. Before the order there is a vendor collected, screened, shortlisted for a particular job and cleared by finance; after it, one that has gone quiet, or one nobody should engage again.

The status is that pipeline now (collected, available, shortlisted, approved, active, inactive, blocked) with the moves each allows, and only an approved, active or previously used vendor may take a purchase order.

What a vendor record answers

⚑

Has anybody checked the bank account?

Against a cancelled cheque or a penny drop. Paying an unverified account is how money goes to the wrong place, so it is a column in the list rather than a field three screens in.

▤

What do they actually supply?

Several trades, several services, each with its rate and how they charge: per project, per day, per unit.

◷

How do they work?

Working days and hours, response time, team size, how they take payment. The questions asked before a job is given out.

₹

What are they worth?

Orders, ordered value, billed, paid and owed, on the row. Asked of every vendor list there has ever been and answered until now by opening each one in turn.

▦

A dashboard

The pipeline, what is owed to whom, and what is waiting on somebody: unchecked bank accounts, compliance about to expire, vendors with no GSTIN whose tax is yours to pay.

⚙

Master data you can edit

Types, trades, services, rate bases, business types, designations. Shipped with values for an Indian business and meant to be changed. A value already in use is switched off rather than deleted, so no record loses its label.

Reports that know about money

The catalogue had nine reports and every one of them was about sales and CRM. A business could not ask what it owed, who it owed it to, what it had spent, what tax had been withheld from it, or what anybody had done in the system.

There are now: income against cost month by month, with bad debt where it belongs; what you owe by age and to whom; what you spend, month by month; who owes you, split between not yet due and late; payments in and out by month, by method or by party; TDS both ways, including what your customers withheld from you, which is the figure 26AS is reconciled against; and who did what.

The list of reports was assembled twice (once by the page and once by the scheduler), so a report added to one was missing from the other and a schedule for it failed with “that report no longer exists”. One list now, read by both.

Does this affect anything existing?

Vendor records carry over. A vendor that was draft or pending now reads as collected (both meant the same thing), and the single category becomes the first of the several a vendor can have. Anybody who could work with vendors under Procurement still can.

The payables reports read both the expense register and the supplier bills, so a business that records purchases as bills will see figures where it previously saw none.

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