Manage vendor details

Vendor details change — new contacts, new account numbers, updated addresses. Keeping your vendor records current means your purchase orders go to the right place and the right person every time.

Find a vendor

1. Click Vendors in the left sidebar.
2. Use the search bar at the top to find a vendor by company name, contact name, or email.
3. Click the vendor to open their record.

Edit a vendor

1. Open the vendor record.
2. Click Edit.
3. Update any fields — contact name, phone, email, address, account number.
4. Click Update.

Changes apply immediately. Existing purchase orders are not affected — they keep the vendor details as they were when the PO was created, so your audit trail stays clean.

Delete a vendor

If you no longer work with a vendor:

1. Open the vendor record.
2. Click Delete.
3. Confirm.

The vendor is removed from dropdowns and the main list. Historical purchase orders remain and still display the vendor name, so your records are preserved.

Tip

Instead of deleting vendors, consider adding a tag like “Archived” or “Inactive” (if your account supports vendor tags). That keeps them out of active dropdowns but easy to find if the relationship restarts.

Caution

Deleting a vendor does not delete their purchase orders. If you need to permanently remove PO history, delete those separately — and keep in mind that good accounting practice says you should retain procurement records for several years.

View vendor activity

Open any vendor to see:

• Active and completed purchase orders they’ve received from you
• Total spend with the vendor (if reporting is enabled)
• Items linked to this vendor in your catalog

This is especially useful when reviewing supplier performance at the end of a quarter.

FAQ

Why are my edits to a vendor not showing on past purchase orders?

That’s intentional — past POs preserve the vendor’s details exactly as they were when the PO was created (audit trail). New POs use the updated vendor info from that point forward.

Should I delete vendors I no longer use?

For long-time relationships, archiving is safer (preserves history). Reserve deletion for vendor records added by mistake (a duplicate, a vendor you never actually placed a PO with). Delete a vendor and their historical POs stay in place — you just can’t pick them on new POs.

Can I see total spend with a vendor?

Yes — open the vendor record and the spend total appears alongside their PO list. Useful for end-of-quarter reviews (“which mill did we spend the most with?”) and for negotiating better pricing tiers.

How do I find a vendor quickly?

Use the search bar at the top of the Vendors list — it matches company name, contact name, and email. For frequent vendors (your top 3–5 mills), pinning or sorting by recent use also works.

Can I see which items are linked to a vendor?

Yes — the vendor record shows a list of catalog items where they’re set as the primary vendor. Useful for replenishment planning and for confirming items are tagged correctly.

What happens to purchase orders if I delete a vendor by accident?

The POs remain — the vendor name still appears on them — but you’ll lose the link to a live vendor record (no contact details to call). Contact support to restore deleted vendors if needed; otherwise add the vendor back with the same details and re-link future POs.

Related tasks

• Add a vendor
• Create a purchase order