Finding vendors

The vendor directory

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Add a screenshot here: the vendor directory list showing the ID, code, name, phone, address, status and AP outstanding columns, with the filter and sort controls and the Register vendor button.

The directory is the main surface of the vendor master, a paginated, sortable, filterable list showing each vendor’s:

• ID and code
• Name and phone
• Address and status
• AP outstanding

Filtering and sorting

• Filter by active, inactive, segment and overdue (AP past due), plus a preferred-vendor filter.
• Sort by name, created date, AP outstanding, and last-PO date.

A directory that doubles as a queue

• Status badges are visually distinct for active, inactive, blocked and pending-verification vendors, so the list works as a verification queue.
• A Last-PO-date column helps you spot dormant suppliers.
• A Register vendor button is always visible to users with create permission.
• When there are no vendors yet, an onboarding call-to-action is shown.

The directory only ever shows your organisation’s vendors.

Searching

Search finds a vendor by whatever you know, it matches on:

• Vendor name
• Contact name
• Location (city / region / address)
• Phone, email and GSTIN

Search supports partial, case-insensitive matches (typing “coimba” finds a vendor in Coimbatore, and “98765” finds a contact phone that contains those digits) and respects any active filters (for example, searching only within the Valve segment). It only ever searches your organisation’s vendors.

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Add a screenshot here: the directory search box with a partial term typed in and the matching vendors shown below.

The vendor detail page

Opening a vendor shows a tabbed profile. The header shows name, code, status and last-activity time.

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Add a screenshot here: the vendor detail page showing the header and the row of tabs (Overview, Transactions, Contacts, Bank, and so on) with the Overview tab open.

Overview tab

• The full profile, tax (GST/PAN), segment, currency, address, plus contacts.
• An AP summary: total outstanding payable and balance.
• An activity timeline, newest first.

Bank details are masked here for roles without permission.

Transactions tab

Lists every linked PO, goods receipt, bill and payment. Each row links back to its source document, so everything is traceable to this vendor.

Other tabs

The detail page also covers contacts, bank, addresses, notes, integration mappings, documents, custom fields and performance. An activity summary shows linked PO count, goods-receipt count, pending payable and last-PO date, each drilling through to a filtered list. Optional tabs are hidden when the corresponding feature is turned off in your settings.

Selecting a vendor on a purchase order

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Add a short animation here: on the purchase-order form, searching for a vendor in the picker, selecting one, and the PO header auto-filling with the vendor’s tax ID, address, payment terms and currency.

When raising a PO you can search, select or inline-add a vendor without leaving the form:

• The picker shows active vendors only; deactivated or pending vendors are marked but can’t be selected.
• Selecting a vendor auto-fills the PO with the vendor’s default tax ID, address, payment terms and currency.
• An Add new vendor link opens an inline create flow; the new vendor lands as pending-verification and is auto-selected.
• A delivery-address selector lists all the vendor’s addresses; a single address is auto-selected, and your choice sticks on the PO.