Search

How to Manage the Vendor List for Purchase Invoice Payments in Mekari Expense

Article author
Learning Center Mekari
  • Updated

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

A. How to Add a Vendor

  1. Go to the Purchasing menu. Then select the “Vendor” tab.
  2. Then click “Add vendor”.
  3. Next, fill in the vendor name in the Vendor name field.
    1.png
  4. Then specify the Vendor type. If you choose a domestic vendor type, select the Domestic toggle.
    2.png
  5. If you select the Domestic vendor type, you can continue filling in the Phone number, Email address, Vendor Address, and specify the Bank name.
    3.png

    The Vendor address, Email address, and Bank name fields are optional.
  6. However, if you choose the international vendor type, select the International toggle.
    4.png
  7. Then for the International vendor type, you need to complete the fields below. Here is the explanation.
    5.png

     
No Feature Name Description
1 Currency

Currency options.

6.png
2 Country

Country options that use the related currency.

For example, if you select the currency USD (United States Dollar), the countries that use this currency are as follows.
3 Phone number Contact phone number.
4 Email address Email address.
5 Vendor address Vendor address.
6 City City of origin.
7 State/Province State/Province.
8 Postal code Postal code.
9 Bank account information

Bank account information.

 

Here, you will see details such as Swift code, Account number, and Account holder once the Currency and Country fields are set. These fields will change based on the selected Currency and Country.

7.png
10 Account type

Account type consisting of Business and Individual.

8.png
  1. If all the data is filled, click “Save”.
    16.png
  2. The successfully created vendor name will appear in the vendor name list. On this page, you can click “Action” to edit vendor information (Edit), view detailed vendor information (View details), and archive the vendor (Archive vendor).


    - To show archived vendor names, activate the toggle “Show archived vendors”.

    - Additionally, you can restore archived vendors by clicking “Action” on the archived vendor account, then select Restore vendor.
    Restore vendor.png

B. How to Perform Vendor Mapping

After adding a vendor, the next step is to map products to that vendor if you enable the vendor mapping feature. This mapping helps group products by vendor so 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. Then 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 related 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. Once all products are 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 (e.g., per unit, per box, or per pack) 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 for that product. The notification “At least one unit must remain for the product” will appear if you try to delete the last unit registered.

    - 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 different units, add it through the “Add unit” option and specify the unit and price accordingly.
    - To add a product, click “Associated product”.

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

 

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