Working with the Vendor Center
QuickBooks makes adding, modifying, and researching vendor activity easy using the Vendor Center. Vendors are individuals or companies that you purchase services or products from, and they are managed in the Vendor Center (see Figure 7.5).
Figure 7.5 Complete common vendor tasks from the Vendor Center.
From the Vendor Center, you view contact details for your vendors and can access many tasks, including the following:
- Create a new vendor or edit an existing one.
- Add multiple vendors (using the Add/Edit Multiple List Entries feature discussed in Chapter 4, “Understanding QuickBooks Lists,” p. 108).
- Record commonly used vendor transactions.
- Print the vendor list, information, or transactions.
- Export the vendor list or transactions; import or paste vendors from Excel.
- Prepare vendor letters and customize the vendor letter templates.
- Filter your list of vendors to include All Vendors, Active Vendors, Vendors with Open Balances, or a custom filter of your choice.
- Attach documents to vendor records, such as attaching a copy of the signed subcontractor agreement.
- Access a map and driving directions to a vendor’s location.
- Order checks from Intuit.
- Add and edit vendor contact names, to-do reminders, and notes, and track sent emails.
- View and filter a list of transactions by vendor or by transaction type.
- Prepare a QuickReport or Open Balance Report for a given vendor.
Use the Vendor Center to access many of the common vendor transactions and reports you learn about in this chapter and in Chapter 8, “Managing Vendors,” p. 265.
The following sections provide more detail about creating a vendor and using the Vendor Center for researching transactions.
Adding or Modifying Vendors
When you are ready to purchase materials or services for your business, you need to create a vendor. You might already have a head start on adding vendors to your file if you used the Adding Contacts feature available with the Express Start QuickBooks setup discussed in Chapter 1, “Getting Started with QuickBooks,” p. 36.
However, another less frequently used list in QuickBooks is worth mentioning here: the Other Names list. One occasion when you might choose to add a payee to the Other Names list is when you are recording a one-time purchase. Later, if you begin using the vendor regularly, you have a one-time option to remove the payee from the Other Names list and add it to your Vendor list.
This section offers instructions specific to setting up vendors. If your company will be using the Enter Bills process, you have to use a payee from the vendor list; the vendor bill transaction does not allow you to use an Other Names list item in the payee field.
Now that you have created a new vendor in the sample file, you are prepared to create a list of your own vendors. Return to the Vendor Center anytime you need to update a vendor’s information.
Finding Vendor Transactions
The Vendor Center not only provides access for adding to or modifying your vendor records in QuickBooks, but also includes convenient access to finding vendor transactions.
With the Vendor Center open, select a vendor to display a list of that vendor’s transactions on the right. Earlier in Figure 7.5, you can see that vendor A Cheung Limited is selected, and to the right are the individual transactions.
You can filter the resulting transactions by selecting options in the Show, Filter By, and Date drop-down lists. The options in the Filter By list change as you make a selection from the Show list.
Figure 7.8 shows representative vendor transaction types. Your transaction types might differ from the displayed types if you do not have the related feature enabled in Preferences. The only transaction type that can have a vendor record assigned that is not included in these options is Make Journal Entry.
Figure 7.8 Filter the displayed vendor transactions based on multiple criteria.
The Transactions tab in the Vendor Center enables you to review transactions by type rather than by vendor.
The Vendor Center provides one location to create or modify your vendor records and even research vendor transactions.
Next, you learn about the proper accounts payable process so you can successfully track your vendor business expenses.