After you add Products, the next step is to manage the vendor list for making payments in Purchasing. Here are the steps.

A. How to Add a Vendor

1. Log in to your Mekari Expense account, then select the Purchasing menu. Next, select the “Vendors” tab.
   
2. Then click “Add vendor”.
   
3. Next, enter the vendor name in the Vendor name field.
   
4. Then select the Vendor type. If you choose a domestic vendor type, select the Domestic toggle.
   

5. If you select the Domestic vendor type, you can continue filling in the Phone number, Email address, and Vendor Address.
   

   - The Vendor address, Email address, and Bank name fields are optional.
   - You can activate the following toggle if the vendor does not require a review.
   

6. Then fill in the Vendor documents (if needed).
   

   The Vendor Document and Questionnaire sections will only be available if the Vendor Review feature has been activated for your company. When this feature is enabled, you need to create a Vendor Review Workflow first.

7. Then complete the following questionnaire. Click “Complete questionnaire” to continue.
   

   The Vendor Document and Questionnaire sections will only be available if the Vendor Review feature has been activated for your company. When this feature is enabled, you need to create a Vendor Review Workflow first.

8. Then select the bank name in the Bank name field to complete the vendor’s bank account information.
   
9. However, if you choose the international vendor type, select the toggle International.
   
10. Then for the International vendor type, you need to fill in the fields below. Here is the explanation.
    

8. If all data has been filled, click “Submit for review”.
   

9. The successfully created vendor name will appear in the vendor list. On this page, you can click “Action” to make changes to vendor information (Edit), view detailed vendor information (View details), and archive the vendor (Archive vendor).
   
   Below is a detailed explanation of the statuses for submitted vendors.

   Status Name	Description
   Draft	Vendor has been saved but not yet submitted for the review process.
   Awaiting Review	Vendor has been submitted and is waiting for action or approval from the approver.
   Awaiting Revision	The approver requests changes to the vendor data. The procurement team needs to revise and resubmit the vendor for review.
   Awaiting Reassessment	A vendor that was previously active is resubmitted for a comprehensive review process.
   Active	The vendor has received all necessary approvals and can be used in the purchasing process.
   Inactive	The vendor has been archived. The transaction history related to the vendor remains stored in the system.

10. On this page, click the Action button to view vendor details (View details), edit vendor information (Edit vendor), reassess the vendor (Reassess vendor), archive the vendor (Archive vendor), or manage products associated with the vendor (Edit associated product).
    

    - To display archived vendor names, activate the toggle “Show archived vendors”.
    
    - You can also restore archived vendors by clicking “Action” on the archived vendor account, then selecting Restore vendor.
    
    - To reassess a vendor (Reassess vendor), click “Actions”, then select “Reassess vendor”.
    
    - You will be redirected to the Reassess vendor page. Review the vendor data, and if everything is correct, click “Submit for reassessment”.
    

B. How to Perform Vendor Mapping

After adding a vendor, the next step is to map products to that vendor if you have enabled the vendor mapping feature. This mapping functions to group products by vendor so that the data is more organized and easier to manage. This way, the system can display the appropriate product list when you create a Purchase Quote, Order, and Invoice. This process helps speed up transaction recording while minimizing data errors. Here are the steps:

1. Select one of the vendors you have added.
   

2. You will be directed to the vendor detail page. Next, click the “Associated product” tab to perform mapping.
   

3. Next, click “Actions” and select “Associate product”.
   

4. In the Associate Product panel, map the products sold by the vendor. Click the “Add” icon to add products, then use the search field to find the products you want to map. Successfully added products will appear on the right side of the page. When all products have been added, click “Associate Product” to save the mapping.
   

5. Next, you will return to the Associated product page. Set different units and prices for a product. This setting allows you to specify multiple units (for example per unit, per box, or per pack) along with their respective prices. These unit options will automatically appear as choices on purchase forms such as Purchase Invoice, Purchase Order, Purchase Quote, and Purchase Request.
   

   - If you delete a product unit (unit), make sure at least one unit remains available for that product. A notification “At least one unit must remain for the product” will appear if you try to delete the last registered unit.
   
   - To change units, first add a new unit by clicking “Add unit”, then delete the old unit that is no longer used.
   
   - Within one Vendor, each product can only have one entry for the same unit. This means you cannot add the same product with an identical unit more than once. If you want to add the same product with a different unit, add it through the “Add unit” option and specify the appropriate unit and price.
   - To add products, click “Associated product”.
   

    

6. After all products and units have been added successfully, click “Save” to save the settings.
   

C. How to Approve a Vendor

Users assigned as approvers in the workflow can access the Vendor Approval page to review submitted vendors. Here are the steps.

Important
Only users assigned in the workflow as approvers for Domestic and/or International transactions can access and take action on the Vendor Approval page.

1. Log in to your Mekari Expense account with the Approver role.
2. Then select the Approvals menu, and click the “Vendors” tab.
   
3. Then click “Actions”, and select “Approve vendor”.
   

4. A pop-up notification will appear confirming that the vendor has been approved.
   

   - Vendors with statuses other than Active cannot be selected during the Purchase process.
   - Once a vendor attains Active status, it will be available and can be used in the Purchase process as usual.

5. You can also reject a vendor submission by clicking “Actions”, then selecting “Reject vendor”.
   
6. A pop-up will appear. Enter your reason for rejecting the vendor submission, then click “Reject”.
   
7. A pop-up notification will then appear confirming that the vendor submission was rejected.
   
8. Additionally, you can request revisions to vendor data by clicking “Actions”, then selecting “Request revision”.
   
9. Next, enter the reason for the revision request, then click “Request revision”.
   

10. A pop-up notification will appear confirming that the vendor needs to be revised.
    

    You can also perform bulk reject and bulk approve by checking multiple vendors, then clicking one of the buttons below.
    

11. Furthermore, you can monitor vendor data management activities by clicking “Actions”, then selecting “View details”.
    
12. Then the Vendor history will be displayed.
    

Next, you will learn how to add a warehouse by clicking here.