Troubleshooting Vendor Management
I cannot find the Vendors card The card only appears on properties that have accounting turned on. Check that first. It is on both the Accounting tab and the Operations tab of property settings, so...
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I cannot find the Vendors card
The card only appears on properties that have accounting turned on. Check that first.
It is on both the Accounting tab and the Operations tab of property settings, so if it is missing from one it will be missing from both.
The card is there but there is no Manage button, or nothing is clickable
You are seeing the read-only version. Everyone can look at the list and search it; changing anything needs the accounting configuration permission.
Rather than showing you buttons that would refuse, the controls are simply not rendered. If you need to make changes, ask an administrator to grant the permission.
There is no category picker on the rows
Same cause as above. The picker is one of the controls that is hidden without the permission.
The list is empty
Two different empty states, and they mean different things.
| What you see | What it means |
|---|---|
| "No vendors yet" with a prompt to add one | The property genuinely has no vendors or payees on file |
| "No results for the current search and filters." | There are vendors, but your search or filters have hidden them |
For the second, clear the search box and switch off Vendors only and Show archived.
A vendor I know exists is missing
Work through these in order:
- Clear the search box.
- Switch Vendors only off. It hides people you reimburse.
- Switch Show archived on. The vendor may have been retired.
If it is still missing, it may belong to a different property.
"Could not load vendors."
Something went wrong fetching the list. Click Try again. If it keeps happening, close the panel, reload the page and reopen it.
I see fewer properties on a vendor than my colleague does
This is expected, and it is a deliberate change.
A vendor's property list now shows only the properties you are assigned to. Someone assigned to more properties will see more. Nothing has been unlinked and no data has been lost. If you need to see a property that is missing, you need to be assigned to it.
The suggestion to switch a category never appears
It is intentionally quiet. It only appears when all of these are true:
- The last three bills in a row for that vendor used the same category
- That category is not already the one on file
- The vendor is not archived
- You have permission to change categories
It also appears only once for a given run of three, so it will not reappear on the next bill.
A vendor's category changed and nobody changed it
The first genuine bill for a vendor with no category sets it, by design. That is the only time it happens automatically.
After that, a category is only changed by someone picking a new one or accepting the suggestion. It is never quietly overwritten.
I cannot archive a vendor
If it is a Service vendor, that is correct: those are archived from Operations, because they also carry work orders and paperwork.
If it is an Accounting vendor and you see no archive option, you are missing the accounting configuration permission.
Archiving said "Still working"
That message is not a failure. The archive is taking longer than expected and may well complete. The list refreshes itself, so wait a moment and look again before trying anything else.
Archiving listed recurring bills and did not archive
That is the intended first step. Nothing was changed. It is showing you which recurring bills would stop so you can decide with that in front of you. Confirm again with Archive and stop them to go ahead, or cancel and everything keeps running.
The merge button is disabled and says "This merge can't proceed"
This means the source vendor has reimbursement history. Reimbursement history can only ever point at an accounting record, so it cannot follow a merge, and the panel refuses to run rather than leaving that history stranded.
The panel tells you the count, for example "[Vendor] has 2 reimbursement(s) on record, and reimbursement history can only ever point at an accounting record, so it cannot follow this merge." Nothing about either record has changed while this alert is showing.
To move past it: settle those reimbursements (mark them paid) or reassign them off this vendor, then reopen the merge panel. Once none remain on the source, Merge vendors becomes clickable again.
A company I expect to see is missing from the target picker
The target picker only lists Service vendors that already serve this property. Two common reasons a company does not show up:
- It is an Accounting vendor. Accounting records can never be a merge target, only a source, because they have no operational record to merge into.
- It is a Service vendor for a different property. Add it to this property in Operations first, then it will appear here.
The merge preview says it could not load what would move
The counts could not be fetched, so the preview may be incomplete. Close and reopen the panel to try again. Nothing runs until you click Merge vendors, so there is nothing to undo.
I left the panel or closed my browser while it said "Merging…"
The merge keeps running on the server. Leaving the screen does not cancel it. Reopen the Vendors card and check the list: if the source row now shows inactive with "Merged into [target].", it finished. If the source row still looks active, wait a moment and check again before starting a new merge on the same record.
Products & Pricing and Approval Chain have vanished from Accounting
They moved. Products & Pricing is on the Services tab and Approval Chain is on the Operations tab. See Where some settings cards moved.