Manage Vendors

Vendors list with editable vendor records

Vendors grid showing the 1099 tracking column

Create and maintain vendor records so bills, checks, and vendor reporting use the right payee information.

When To Use This

Use this workflow when you need a clean vendor record before entering bills, printing or tracking checks, classifying repeat bank activity, or reviewing vendor-specific activity.

Before You Start

  • You can open the Vendors page.
  • You know the vendor name you want to use.
  • If you plan to reuse an expense default later, you know which expense account should usually be associated with this vendor.
  • You know whether this vendor should be marked for 1099 tracking and related expense reporting filters.

Steps

  1. Open Vendors.
  2. Select New to create a vendor, use the row actions to view or edit an existing one, or use More > Enable Grid Mode when repeated vendor cleanup will be faster in a table.
  3. Enter the vendor details that matter for your process:
  • Name is required.
  • Company, Email, and Phone support payables communication and lookup.
  • Address fields help complete the payee record when needed.
  • Default Expense Account can help supported check and banking workflows start from a reusable category.
  • 1099 marks the vendor for 1099 tracking and related vendor expense reporting filters.
  • Active controls whether the record stays available for normal use.
  1. Save the vendor.
  2. Use the Vendors page search when you need to find the record later by name, company, email, or phone.
  3. If you import vendors, review any mapped default expense accounts and 1099 values before you rely on those records in live workflows.
  • Vendor imports can map headers such as 1099, 1099 Eligible, Track 1099, IS1099, IS 1099, TRACK1099, and TRACK 1099.
  1. Use the vendor row Register action when you need activity history tied to that vendor.
  • In the register modal, Export and Print use the currently filtered register rows and visible columns.
  • Use the system print dialog when you want a PDF copy of the register output.
  1. If you update several vendor fields at once, use Grid Edit or a saved Grid Edit default on supported pages to reduce repeated drawer work, then review the changed-cell count before selecting Apply Changes.

What Happens Next

The vendor is available for bill entry, check tracking, supported banking classification, 1099-oriented expense review, and vendor lookup. Creating or editing a vendor record does not create a general ledger transaction by itself.

Clean, unique active vendor names also improve vendor-aware bank-import review when that workflow is available. Spreadsheet imports can resolve exact active vendor IDs and uniquely matched active vendor names during preview; unresolved imported names remain available for review or vendor creation from the import preview.

The 1099 field changes vendor setup and report filtering only. It does not create tax forms, file 1099s, or post accounting activity by itself.

If Something Looks Wrong

What You See What To Check What To Do Next
A needed review step is missing Skipping vendor setup and typing payee names differently across bills and checks Go back to that check before continuing
Two similar workflows or fields are easy to mix up Treating Vendors as only a contact list It also supports reusable setup defaults and vendor-level register review
The result looks ready, but a key check is unresolved Assuming a saved vendor default expense account automatically classifies every future payable workflow Verify the visible SPRK state before continuing
A required value or review step is missing Leaving common vendor names ambiguous and then expecting every bank import row to resolve automatically Complete the missing value or review step before continuing
The result looks ready, but a key check is unresolved Assuming the 1099 flag creates a tax filing or changes ledger balances It is a vendor tracking and report-filter field
The result looks ready, but a key check is unresolved Assuming vendor maintenance posts accounting activity The vendor record is reference data until you enter a transaction such as a bill