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- Accounts Payable Automation
- Features
- Supplier management
Supplier management
Supplier management gives the AP team a consistent starting point for invoice entry and payment preparation. Keep the legal identity, trading name, contacts, terms and remit-to details together, so the clerk can identify the correct supplier before a bill reaches the approval queue. An active vendor record does not replace the checks needed for a new bank destination.
OverviewActive Vendors×
Accounts Payable Automation · Supplier management
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Active Vendors
Vendors
Due on receipt1
Cedarline Industrial SupplyVND-83258
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Net 151
Harborfield Office GoodsVND-64101
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Net 301
Westmere Freight ServicesVND-43120
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Net 451
Pine Hollow MaintenanceVND-85526
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Net 601
Northgate Packaging WorksVND-89618
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What you can do
Know which supplier you are paying
Vendors keep the supplier number, legal name, classification and payment terms. Vendor contacts identify the people who handle invoices and remittance questions. The AP Manager maintains the relationship; the AP Clerk uses a restricted view while processing bills. When a trading name differs from the legal name, retain both rather than creating a second supplier simply to make the invoice look familiar.
Vendor status separates onboarding from normal use and from a hold or suspension. Historical bills and payments remain attributable when a vendor stops receiving new work. Before activating an imported supplier, resolve duplicate identities and confirm which source owns its master record. The directory should support the payment process without becoming a second uncontrolled supplier list.
Verify bank changes independently
The AP Manager initiates a bank-account change and the Controller confirms it as the second authorized person. Keep the confirming identity and time with the vendor record. A request arriving through email or the portal is a request to review; it is not sufficient authority to redirect a payment. Existing bank information remains protected while that request is investigated.
The AP Clerk sees the operational details needed to enter a bill with bank, routing and tax identifiers masked. Vendor users see only their own permitted records. The same restrictions need to hold in exports, lookups and linked records, so an otherwise restricted field is not exposed through another page.
Keep terms and tax documents current
Payment terms feed the due date and early-payment review. W-9 status, classification and document references support year-end readiness. Missing tax documentation stays visible as an exception; it must not silently remove payments from the reporting population. The applicable tax-year and form rules are verified before a filing decision, rather than inferred from a vendor label alone.
One off payees support authorized exceptional disbursements with its own identity and payment details. Use that path deliberately, retaining the reason and approval evidence. It should not become a shortcut around vendor verification or a way to hide repeated supplier spending from normal review.
What your team sees
- Active Vendors. Review the underlying records within your permitted scope.
What it keeps track of
Data model- Vendors
- The AP-side vendor master. Includes legal-name + EIN identity, W-9 status, default 1099 eligibility, remit-to address, ACH bank details (masked), and default payment terms. Bank-account changes go through a two-person verify before the new details are usable on a payment run.
- Vendor contacts
- Named contacts at each vendor — AP contact, account manager, remittance contact. Multiple per Vendor.
- One off payees
- For one-time disbursements where setting up a full Vendor record is overkill — refunds, settlements, ad-hoc reimbursements to non-Vendors. Still tracked for 1099 if the cumulative payments cross threshold.
- Employees
- A scoped employee identity directory synchronized from the organization identity or HR source. This reference supports ownership and approval attribution; it does not add payroll or HR administration. Role membership alone never grants access to every directory field. External auditors and portal users receive only the identities needed for their granted work.
- Vendor tax withholdings
- Per-Vendor backup-withholding configuration — typically driven by an IRS B-Notice (incorrect TIN), missing W-9, or voluntary withholding. Drives Payments to apply the withholding rate against 1099-reportable disbursements.
Who uses it
Permissions- AP Manager
- Maintains supplier information.
- Controller / CFO
- Confirms bank changes and reviews financial exceptions.
- AP Clerk
- Uses the masked processing view.
- Admin
- Configures access and integrations.
- Vendor User
- Receives only their own portal scope.
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