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Add a vendor

After you have set up the vendor default information, you are ready to enter details about your individual vendors in Peachtree. This topic shows you how to add a vendor's details into Peachtree, and how to modify or delete an existing vendor's record should the need arise.

Add a vendor

To enter information about a vendor into Peachtree, open the Vendors & Purchases Navigation Center. Click the Vendors icon and select New Vendor from the drop down list provided.

Select New Vendor

This opens the Maintain Vendors window where you enter information about the vendor in Peachtree. The following screenshot and reference table show step-by-step instructions on how to enter the details of the vendor into the Maintain Vendors window in Peachtree. Note that each step is assigned a reference number to help you identify the appropriate field or icon in the Maintain Vendors screenshot.

The Maintain Vendors window with reference numbers

The Maintain Vendors window
Step Peachtree
field or icon
Action
1 Vendor ID Enter a short identification code for the vendor.
2 Name Type the name of the vendor.
3 General tab Select the General tab and enter information about that vendor into the relevant fields.
4 Other tabs Enter the required information in the other tabs:
  • Addresses tab - select this tab to record alternate addresses for the vendor.
  • History tab - select this tab to specify key details about your company's purchasing history with the vendor.
  • Purchase Info tab - select this tab to record purchase default information for the vendor.
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Once you have entered the information in the Maintain Vendors window, remember to review your entries and save the vendor record by clicking the Save icon. Alternatively, click on the Save & New icon if you have another vendor to set up in Peachtree.

Save icon

OR

Save and New icon

Enter vendor beginning balances into Peachtree

Entering the beginning balances of your vendor accounts is an important step in setting up vendor records in Peachtree. This step is relevant if you are converting your existing accounting system to Peachtree and there are still amounts owed to existing vendors at the start of your conversion period. However, this step can be omitted if you are using Peachtree at the same time you start up business or if you are creating a new vendor that your business has never dealt with before.

To enter the beginning balance owed to vendors, click the History tab in the Maintain Vendor window. Down the bottom of this window, click Vendor Beginning Balances.

Select Vendor Beginning Balances

This will open the Vendor Beginning Balances window for that vendor.

The Vendor Beginning Balances window

To enter the details of an outstanding purchase invoice (bill), record the invoice number, date purchase order number (if applicable) and amount owed to the vendor. You can record more than one unpaid purchase invoice if those purchases have not been paid in full at the time your business is converting to Peachtree. Click the Save icon to save the beginning accounts payable balance for that vendor.

To continue recording the balances of more than one vendor at a time, click on the Vendor Balances tab. The example below shows a list of three vendors that have been created in Peachtree.

The Vendor Beginning Balances window - click Vendor Balances

You can select a vendor from the list by clicking on the vendor’s name. Notice that once the vendor is selected, the name of the first tab changes to display the name of the vendor you have selected.

The Vendor Beginning Balances window - first tab Save icon

Click on the first tab to enter the purchase invoices that make up the beginning balance for that vendor. You can follow this process for as many vendors you have set up in Peachtree. Remember to click the Save icon once you have entered the balance for each one!

Changing a vendor's default information

The payment terms that are offered by a particular vendor may be different to the vendor default terms you set up in Peachtree. For example, you may receive purchase discounts from most of your vendors but do not get any discounts from a particular vendor.

To override the default settings for one particular vendor, open the Maintain Vendors window for that vendor and select the Purchase Info tab. Under the Terms and Credit heading, select Customize terms for this vendor from the drop down list provided.

Select customize terms

You are then able to alter the settings for this vendor as displayed below.

Alter vendor terms

Note that any terms that you alter are only applied to this vendor. The default terms you entered when you set up the vendor default information will apply to all other vendor records if you have not customized their terms.

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Modifying or deleting vendor records

After you have created your vendor records, you may need to modify the information recorded in those records. For example, you may deal with a new contact person about the account so you may have to change the contact name for that vendor. Or you may need to delete a vendor record for some reason. Read on to find out how to modify or delete a vendor's record in Peachtree.

Modifying vendor records

In order to alter your vendor records, you simply open the Maintain Vendors window for that vendor, make the required changes, and save your changes. But how do you open the Maintain Vendors window for a particular vendor? There are several ways this can be done.

One approach is to look for the name of the vendor in the Vendor list in the Vendors & Purchases Navigation Center. Click on the name of the vendor to open the Maintain Vendors window for that vendor.

Open the Maintain Vendors window

Alternatively, you can locate the vendor's record through the Vendor List window. To display the Vendor List window, click on the Vendors icon and select the View and Edit Vendors option from the drop down list available. In the Vendor List window that appears, you can double click the name of the vendor to open the Maintain Vendors window for that vendor.

Open the Maintain Vendors window via the vendor list

Note that there are other ways to open the Maintain Vendors window for a particular vendor. We encourage you to explore Peachtree to find the way that best works for you!

Deleting vendor records

Delete icon

To delete a vendor's record in Peachtree, perform the steps above to open the Maintain Vendors window for that vendor. Once open, click the Delete icon. You will be asked 'Are you sure you want to delete this record?'

Click the Yes button to delete that vendor's record from Peachtree. Note that Peachtree does not allow you to delete a vendor's record that has transactions applied to it. However, if you have transactions recorded for a vendor's record that you want to delete, you really should be questioning whether you should be deleting that vendor record in the first place!

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