Categorisation, documents and integrations

Classifying a vendor

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Add a screenshot here: the vendor form’s classification fields, Segment (Pump/Valve/Other), Currency and Region, with the region dropdown open.

Every vendor is classified so sourcing data stays organised:

• Segment: Pump, Valve or Other. Segment is a strict partition: filtering the directory by a segment returns only that segment’s vendors, so Pump and Valve sourcing never mix.
• Currency: defaults the vendor’s bills and payments.
• Region: selected from your configured region set (for example TN, Chennai, Kerala, Coimbatore, AP, Telangana, Karnataka). A value outside this set is not accepted.

Changing a vendor’s segment or currency is recorded in the activity timeline and audit trail.

Documents

Attach supporting files, agreements, GST/PAN proofs, MSME certificate and more, to a vendor.

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Add a screenshot here: the vendor Documents tab listing uploaded files with their type, uploader, date and download/delete controls.

• Upload, list, download and delete documents. File type and size are validated; disallowed types (for example a program file like .exe) are rejected. Documents stay within your organisation and are only visible to users allowed to see them.
• Each document carries a type from your configured list (business registration, tax certificate, agreement, quality certificate, insurance, other) and a display name.
• Uploads and downloads use short-lived secure links, and files are stored in your organisation’s own area.
• Deleting is a soft-delete: the file is preserved and simply removed from the active list.
• Each document can have an optional expiry date, and every row shows the uploader, date, type and name.

Integration mappings (Tally and other systems)

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Add a screenshot here: the vendor Integration tab showing the Tally key-value pairs (ledger name, master ID, GST mapping, payment account) and the “Tally-mapping incomplete” flag.

Each vendor can hold key-value pairs that map it to external systems, so bills and payments sync without manual matching.

• Add, edit or delete pairs, scoped by external system (for example tally).
• The Tally mapping exposes the typed required keys, ledger name, ledger GUID, master ID, GST mapping, payment account, plus any free custom keys.
• Keys within one system must be unique per vendor; duplicates are rejected.

Tally-mapping completeness

A vendor is flagged “Tally-mapping incomplete” until the required key set is present, and the flag is visible on the directory and profile. A vendor missing the required keys is excluded from the payment-sync export and reported, so there’s never a silent unmapped vendor. Mapping changes are recorded in the activity timeline and audit trail.