Vendor Management

Vendor Management covers the process of adding and maintaining vendor records in PrismERP. Users can enter vendor details, including company information, contact details, addresses, and bank accounts. Once a vendor is added, users can find the record from the Vendor List, open the vendor profile to view related information and transactions, and perform vendor-related actions such as creating purchase orders and recording payments.

Add New Vendor

Field	Action
Name	Enter the full name of the vendor to create the vendor record.
Print As	Specify how the vendor's name should appear in printed documents.
Sub Type	Select the vendor subtype, such as Individual or Company, to identify the type of vendor.
Organization	Enter the organization name if the vendor is associated with an organization.
Category	Select the category under which the vendor will be classified.
Membership Card Type	Select the membership card type assigned to the vendor.
Card Expiry Date	Set the expiry date of the vendor's membership card.
Barcode	Enter or generate a barcode to identify the vendor.
Opening Balance	Enter the vendor's opening balance, if any.
Code	Enter or review the unique code assigned to the vendor.
PIN Number	Enter the vendor's PIN number for identification.
Entry Date	Set the date on which the vendor record is created.
Nationality	Select the vendor's nationality.
Email	Enter the vendor's email address for communication.
Branch	Select the branch under which the vendor will be managed.
Phone	Enter the vendor's landline or contact number.
Mobile	Enter the vendor's mobile number.
Alt. Mobile	Enter an alternative mobile number for the vendor.
Description	Enter any additional information or remarks about the vendor.
Item Category	Select the item category associated with the vendor.
Department	Select the department associated with the vendor.
Sub-Department	Select the relevant sub-department.
Category	Select the applicable category for the vendor.
Sub-Category	Select the sub-category under the selected category.
Founded On	Enter the date on which the company was established.
Reg. No.	Enter the company's official registration number.
Vat Reg. No.	Enter the company's VAT registration number.
Category	Select the company category, such as Promising.
From Date	Set the date from which the vendor relationship or assignment becomes effective.
Assign To	Select the person responsible for managing the vendor.
Relationship	Select the relationship type, such as Individual or Company.
Alt. Phone	Enter an alternative company contact number.
Skype	Enter the vendor's Skype ID for communication.
Facebook	Enter the vendor's Facebook profile or page link.
Fax	Enter the company's fax number.
Alt. Email	Enter an alternative email address for communication.
Website	Enter the company's website address.
WhatsApp	Enter the vendor's WhatsApp number.
Billing Address	Enter the full address used for billing purposes.
Country	Select the country of the billing address.
Division	Select the division of the billing address.
City	Select the city of the billing address.
Thana	Select the thana of the billing address.
Shipping Address	Enter the address where goods or materials should be delivered.
Same as Billing	Select this option if the shipping address is the same as the billing address.
Country	Select the country of the shipping address.
Division	Select the division of the shipping address.
City	Select the city of the shipping address.
Thana	Select the thana of the shipping address.
Bank	Select the bank associated with the vendor's account.
Account Name	Enter the name of the bank account holder.
Start Date	Set the date from which the bank account information is applicable.
Acc. Number	Enter the vendor's bank account number.
Description	Enter any additional information about the bank account.
Project	Select the project linked to the vendor, if applicable.

After a vendor is registered, the record appears in the Vendor List. The vendor list and vendor details page are displayed on the same screen, with the vendor list on the left and the selected vendor's details on the right. Users can search for vendors by name, code, or phone number and filter the list by status, branch, or category to find a specific vendor.

When a user clicks on a vendor's name from the Vendor List, the vendor details page opens on the right side of the screen. From there, users can view the vendor's basic and extended information, check related vouchers, view the ledger and account balance, access attachments, and review all transactions linked to that vendor.

Vendor Action Item

Besides viewing the vendor's information and related records, users can also perform additional actions from the vendor details page, such as creating purchase orders, recording payments, managing contact information, viewing the party ledger, and editing the opening balance.

Field	Description
Purchase Order	Create a new purchase order for the vendor.
Payment for PI	Record a payment made for a purchase invoice.
Add Contact	Add or update contact information for the vendor.
View Party Ledger	Open the ledger to see all debit/credit transactions for the vendor.
Edit Opening Balance	Modify the vendor’s opening balance.