Skip to content
Kuberan AI Help

Vendors

Open Vendors

Overview

The Vendors screen maintains a directory of all suppliers, contractors, and service providers associated with the client’s books. Each vendor record stores contact details, address, a business number / tax ID, payment terms, and tax-reporting flags for year-end 1099 (US) and T4A (Canada) reporting. Vendor records link to bills, purchase orders, vendor credits, and bank transactions, and the detail panel summarises how much has been spent with each vendor.

Vendors list showing vendor name, category, contact, 1099/T4A, and status columns
The Vendors list with summary cards, search, filters, and the Add Vendor button.
  1. (1) Add Vendor button — opens the New Vendor form
  2. (2) Search field — find vendors by name, display name, email, or phone
  3. (3) Summary cards — Total Vendors, Active Vendors, 1099/T4A Tracked
  4. (4) 1099/T4A column — shows which tax-tracking flags are set
  5. (5) Delete icon — removes the vendor, or marks it inactive if it has linked records

Screen Layout

Summary cards (top): Total Vendors, Active Vendors, and 1099/T4A Tracked.

Toolbar: Search field, an Import CSV button, an Add Vendor button, and a Filters toggle that reveals Status, Type, and Tax Tracking selects.

Vendor table (centre): Each row is one vendor. Columns: Vendor Name, Category, Contact, 1099/T4A, Status, and a delete action. Click any row to open the vendor detail panel.

UI Elements

Toolbar

Search

Filters the list by vendor name, display name, email, or phone as you type.

Filters

Expands three selects: Status (All / Active / Inactive), Type (All Types plus each vendor type), and Tax Tracking (All / 1099 Tracked / T4A Tracked).

Import CSV

Bulk-import vendor records from a CSV file.

Add Vendor

Opens the New Vendor form.

Table Columns

Vendor Name

The vendor’s display name (and legal name beneath it). Click the row to open the vendor detail panel showing spend totals, recent activity, and editable info.

Category

The vendor’s type label: Individual, Business, Supplier, Contractor, Service Provider, or Other.

Contact

The vendor’s email and phone.

1099/T4A

Badges indicating whether the vendor is tracked for 1099 (US) and/or T4A (Canada) year-end reporting.

Status

Active or Inactive.

Delete

Removes the vendor. If the vendor has linked records it is marked inactive instead of deleted (see below).

Vendor Detail Panel

Clicking a vendor row opens a slide-in detail panel (not a tabbed layout). It contains:

  • Header: status and type badges, 1099/T4A badges, and a Delete button.
  • Stat tiles: Total Spent, Avg per Txn, current-year spend, and prior-year spend.
  • Recent Activity: a toggle between Transactions and Bills. Each bill row opens that bill in a new tab.
  • Editable info tiles: Basic Information, Contact Information, Address, Tax & Business, and Notes. Each tile has an inline Edit control.

Vendor Type

Type

Vendor classification, used for filtering and reporting: Individual, Business (default), Supplier, Contractor, Service Provider, or Other.

Tax Reporting

Track for 1099 reporting (US)

Flags the vendor for year-end 1099 reporting.

Track for T4A reporting (Canada)

Flags the vendor for year-end T4A reporting for eligible contractors and service providers.

Business Number / Tax ID

The vendor’s SIN, EIN, or Business Number, used for tax-slip reporting. A separate HST Number can be recorded in the Tax & Business tile when editing an existing vendor. Handle tax identifiers with care in accordance with PIPEDA and your firm’s privacy policy.

Payment Details

Payment Terms

Default terms for this vendor: Due on Receipt, Net 15, Net 30, Net 45, or Net 60. Editable from the Tax & Business tile.

Payment Method

Preferred payment method: Cheque, EFT, Wire, Credit Card, E-Transfer, or Other.

Actions

Create a Vendor

  1. Click Add Vendor in the toolbar.
  2. Enter the Vendor Name (required) and optionally a Display Name and Type.
  3. Under Contact Information, add Email, Phone, and Website.
  4. Under Tax Reporting, tick Track for 1099 reporting (US) and/or Track for T4A reporting (Canada) if applicable, and enter the Business Number / Tax ID.
  5. Under Address, add Street, City, Province/State, Postal Code, and Country.
  6. Add any Notes and save.

Payment terms, payment method, and the HST number are set afterward by opening the vendor and editing the Tax & Business tile.

Edit a Vendor

Open the vendor detail panel and use the inline Edit control on any tile (Basic Information, Contact, Address, Tax & Business, or Notes) to change that section, then save.

Delete a Vendor

  1. Click the delete icon on the vendor row, or the Delete button in the detail panel.
  2. If the vendor has linked transactions, the confirmation dialog warns that it will be marked inactive instead of deleted (the confirm button reads Mark Inactive).
  3. If the vendor has no linked bills, purchase orders, or vendor credits, it is permanently deleted.