Every supplier you buy from gets their own Vendor record in Sevenledger. It’s more than just a contact card — it stores default payment preferences and links to every purchase order, bill, and payment you’ve made, giving you a complete picture of your relationship with that supplier at a glance.
Creating a Vendor
Navigate to Vendors
Go to Buy > Vendors in the sidebar and click New Vendor.
Fill in Contact Details
Start with the essentials:
- Name (required) — The vendor’s full name or business name.
- Email — Primary email for purchase correspondence.
- Phone — Office or main phone number.
- Mobile — Direct mobile contact.
- Company — The parent organization the vendor belongs to.
- PAN Number — Tax identification number (PAN/VAT) — this will auto-populate on bills and expense reports.
Set Purchase Defaults
These preset values save you time on every future transaction with this vendor:
- Price List — Attach a Price List to auto-apply agreed pricing when creating purchase orders.
- Tax Rate — Default tax rate for bills from this vendor.
- Payment Term — Default due date rule (e.g., “Net 30”) applied to new bills.
- Opening Balance — Already owe this vendor money from before Sevenledger? Record the existing outstanding balance here so your books start clean.
Trading Partner (Optional)
Here’s something powerful: if you also sell to this vendor (i.e., they’re both a supplier and a customer), check Sell to this Vendor. This converts the contact into a Trading Partner — meaning they’ll also appear in your Sales Orders and Invoices as a customer. Two-way relationships, one record.
Save
Click Save. The vendor profile is live and ready to use on Purchase Orders and Bills.
Adding Addresses
After saving, you can attach addresses to the vendor’s profile for use on purchase documents.
- In the vendor form, locate the Addresses section in the right panel.
- Click Add New Address.
- Choose the Address Type: Billing or Shipping.
- Fill in the Country, State, City, Street, and Postal Code.
- Click Save in the address modal.
These saved addresses will auto-fill the delivery and billing fields on future Purchase Orders — no more copy-pasting.
Adding Contact Persons
Working with vendors that have multiple contacts? Store each person under the same vendor profile for easy reference.
- In the Contact Persons section, click Add New.
- Enter the person’s Name, Email, Phone, Mobile, and Position.
- Click Save.
Contact Persons are informational — they help you track the right person for quotes or delivery follow-ups. All transactions remain linked to the top-level vendor record.
Vendor Status
Every vendor is either Active or Inactive.
- Set a vendor to Inactive to retire old or one-time suppliers without deleting their transaction history.
- Inactive vendors won’t appear in dropdown selectors when you create new transactions — keeping your lists clean and focused.
To switch status, open the vendor record and toggle it in the toolbar.
Viewing Transaction History
Once a vendor has transactions, the right panel of their profile shows everything linked to them, organized by type:
- Purchase Orders — Open and completed orders placed with this vendor.
- Bills — All bills received, including any overdue ones that need attention.
- Payments Made — Every payment you’ve ever sent their way.
Use these tabs for a complete view of your purchasing relationship without leaving the vendor profile.