Registering and editing vendors

Registering a vendor

The registration flow onboards a vendor in one place with everything Purchase, Goods Receipt and Payments need: company, tax, contact, currency and address details.

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Add a screenshot here: the vendor registration form showing the company, tax (GSTIN/PAN), contact, currency and address fields with the Save button.

To register a vendor:

1. From the Vendor directory choose Register vendor.
2. Enter the company, tax, contact, currency and address details. At least one contact is required.
3. Choose Save.

On success the vendor is created Active with a unique ID and an auto-generated vendor code. You can type your own code instead if you prefer, but if the code you enter is already used by another vendor, the system rejects it and asks for a different one. The creation is recorded in the activity timeline and audit trail.

Required vs. optional fields

• Required (block save): name, segment and at least one contact.
• Invalid critical fields (block save): a malformed GSTIN, PAN or IFSC is rejected with a field error.
• Missing non-critical fields (save with a warning): you can still save; the system saves the vendor and shows a warning listing what’s missing (for example “bank details missing”) so you can complete it later.

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Add a screenshot here: the save-with-warnings message listing the missing non-critical fields after a vendor is saved.

The onboarding wizard

For a more guided experience, especially when a purchase manager wants complete data on day one, use the step-by-step wizard:

Company → Contact → Bank → Documents → Review

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Add a short animation here: moving through the wizard steps Company → Contact → Bank → Documents → Review, showing a blocked step when a required field is missing and the per-section edit links on the Review step.

• Each step validates before you can move on, so you can’t skip a required field.
• Only users whose role allows creating vendors can use this form.
• Moving back and forth preserves what you’ve entered.
• Your Tenant Admin can configure which documents are required; submission needs at least one contact plus all required documents.
• The final Review step shows everything you entered, with an edit link per section.

Validation rules

The same checks run on create, edit and bulk import:

• GSTIN: valid 15-character format, including its final check digit (a GSTIN whose check digit is wrong is rejected, not just one that is the wrong length).
• PAN: 5 letters + 4 digits + 1 letter.
• IFSC: 4 letters + 0 + 6 alphanumerics.
• Required critical fields (name, segment, at least one contact) block save when missing; missing non-critical fields produce a warning.

Editing a vendor

Open a vendor and choose Edit. Changes are validated and audited.

Activating and deactivating

• Inactivate is the safe alternative to delete. It blocks new POs and bills but keeps all history and existing transactions intact and visible.
• Reactivate to resume trading.

Deleting a vendor

Delete is allowed only when the vendor has no linked transactions. If any PO, bill or payment exists, delete is blocked with a clear message, inactivate instead. Every action writes to the activity timeline and audit trail.