Accounting Help

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Adding and Editing Vendors

A Vendor is a business or independent contractor that you pay for providing their services to you, such as your suppliers. Before you can make payments to a vendor, you must first add the vendors you need to pay.

A vendor is different than a customer. A Customer is a business or person that purchases products or services from you.  If you have Accounting Basic or Accounting Premium, see Adding and Editing Customers.

If you are coming from another accounting system, you can import your vendor information into Patriot Software instead of manually entering each one.  For more details, see Importing Vendors into Patriot Software.

To add vendors

  • Accounting > Payables > Vendors.  Click +Add New
  • Enter the vendor contact information in the top section.
  • Notes are for your records only and will not print on a check
  • The Default Check Memo field is available if you would like the same information to print on the check each time you pay the vendor, for example, an account number. Please note, if the Default Check Memo is used, it will replace the vendor address on the printed check and you will not be able to print the vendor address on the check.
  • Keep the “Create 1099 at Year-End?” box checked so that you can issue a 1099. (There are some cases where the IRS does not require a 1099. See the IRS Instructions for Form 1099-MISC.)

Note: You can add and pay a new vendor without their Form W-9 information. However, you should complete the W-9 Information section as soon as the vendor gives you the completed Form W-9 so your records are complete. You must have the W-9 information to issue a 1099 at the end of the year.

  • Enter the Vendor’s legal name in the W-9 section, if different from the Vendor Name.
  • Enter the Vendor’s Federal Employer Identification Number or Social Security Number, whichever they reported on the W-9.
  • Select the type of business from the dropdown list, as indicated on the W-9.
  • Click Save.

You can now view the vendor record. You will see links across the top of each vendor record: Vendor Info, Payments, and Attachments.
Vendor Info” shows the vendor’s contact information.
Payments” shows the same Vendor Payment History Report, just for this vendor.
Attachments” shows a list of files you have attached to this vendor’s record, such as receipts or bills from the vendor. For more info, see Adding Attachments to Vendors.

If you have Accounting Basic or Premium, you can also add a new vendor “on the fly” while you are Entering Bills From Your Vendors, and Paying Vendors with Quick Pay.

To edit a vendor:

  • Accounting > Payables > Vendors 
  • Click the Vendor name.  You are now on the “Vendor Info” page.
  • Click Edit. You can now make changes in the fields.
  • Click Save.

To inactivate a vendor:

  • Accounting > Payables > Vendors
  • Click the Vendor name.  You are now on the “Vendor Info” page.
  • Click Edit in the top right corner of the page.
  • Uncheck the Active? box.
  • Click Save.

To delete a new vendor:

  • Accounting > Payables > Vendors
  • Click the Vendor name.
  • Click the trashcan icon in the row of the vendor link if you have never paid this vendor. Once you have paid a vendor, the Delete icon will not be visible.
  • Click either Yes or No to confirm.

To export vendors:

You can export all Vendors that are added in the software by going to Accounting > Payables  > Vendors. Click the Download Spreadsheet link to get a CSV of the vendors displayed on your screen.

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