How to Edit a Vendor
Correct a wrong email, add or replace a tax number, fix an address. What you can edit depends on which kind of row it is. You need the accounting configuration permission. Without it the list is...
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Correct a wrong email, add or replace a tax number, fix an address. What you can edit depends on which kind of row it is.
You need the accounting configuration permission. Without it the list is readable but the editing controls are not shown.
Steps
- Open the Vendors card and click Manage.
- Find the row and click it.
- An Accounting or Person row opens an editor inside the panel. A Service row opens that vendor's existing Operations record instead.
- Change what you need and save.
The editor for an accounting vendor:
What you can change
Name, contact email, contact phone, account number, the full address, and notes. The tax number has its own controls, described below.
Account number here means your own reference number for that vendor, the one you might quote on a remittance. It is not a bank account number, and no banking or payment details are entered on this screen at all.
Tax numbers
The vendor's tax number sits in the Tax reporting section of the editor. What you see depends on the kind of number:
- Business numbers (a Canadian BN or a US EIN) are public information, so they are shown in full.
- Personal numbers (a SIN or SSN, for sole proprietors) are masked. You see only the last digits. Anyone whose permissions include Reveal vendor personal tax numbers can select Reveal to see the full number for a short time. Each reveal is recorded in the vendor's access history. People without that permission see the masked number only.
You do not edit a tax number in place. Select Replace (or Add tax number when none is on file), choose the type of number, and type it twice so a typo cannot slip through. You can also select Request to email the vendor a link so they enter the number themselves.
An administrator grants the reveal permission in property settings: select Manage Users on the User Management card, choose the person, open the Accounting permissions and set Reveal vendor personal tax numbers to Can Reveal.
When the vendor sends its details
The link works once and expires after 14 days. If it expires, select Send a new link. While you wait, the tax card shows Requested from vendor with the expiry date, and you can select Resend link or Cancel request.
When the vendor sends the form, the card shows Received, needs review. Open it to see what the vendor sent: the tax number (a personal number shows only its last digits), the legal name and the mailing address, each marked as new, the same, or changed from what is on file. Then choose one:
- Accept and save puts the details on the vendor's record.
- Send back with a note returns the request to the vendor so they can correct it. The note is optional.
Nothing the vendor sends is saved to the record until someone accepts it.
Editing a service vendor
A service vendor's record lives in Operations, and that is where it opens. Its work orders, insurance and paperwork are unchanged and stay in Operations.
One thing to know before you rename one: the name is shared. You will see "Renaming this vendor will also update it in QuickBooks." The rename still goes through, it is telling you the change reaches further than this screen.
If a save does not work
The message tells you which of these happened, because the next step is different in each case.
| What you see | What it means | What to do |
|---|---|---|
| A message under a single field, such as "Name is required." | Something in the form needs fixing | Correct that field and save again |
| "Your access changed while this was open. Nothing was saved." | Your permission was removed while the editor was open | Nothing was saved. Close it and ask an administrator |
| "This vendor no longer exists. Close and refresh the list." | Someone deleted or archived it elsewhere | Close and reopen the list |
| A message saying the save could not be completed | A temporary problem | Save again. Your typing is still there |
| A message that you appear to be offline | Your connection dropped | Reconnect and save again. Nothing is lost |