Vendors
Get a vendor record right once and every bill from that supplier gets easier. Invoices, transactions and payments all draw their defaults from here, and the bank details you record on a vendor are what neoo uses when it produces a payment file or sends a payment through Amnis, Konfipay, or Revolut. For bills that need catalogue line items, use the line-item Vendor Invoice rather than a plain vendor transaction.
Create a vendor under Vendors → Postings → Add Vendor. To edit an existing vendor, open Vendors → Reports → Vendor Search and click the vendor’s name in the results.
Finding and opening a vendor
Vendor Search loads your full vendor list automatically. Narrow it with the search box at the top, or open Filters for field-by-field criteria — the checkboxes there also control which columns the list shows. Click a vendor’s name to open the record for editing.
Adding or editing a vendor
The vendor form is organised into tabs. You only need the Vendor tab to get started — the other tabs let you configure defaults that save time on documents later. Once a vendor has been saved, a seventh tab, Log, records the change history.
At the top of the form, select whether the vendor is a Company or a Person. This affects how the name and address are handled on printed documents.
Vendor tab
The core identity, address, and contact details. The address fields feed the address block on printed documents (Postal Office covers a PO box or postal district), and E-mail is where documents for this vendor are sent. A few fields deserve a note:
| Field | Description |
|---|---|
| Vendor Name | The vendor’s full name or company name. Required. |
| Vendor Number | A unique identifier for the vendor. Leave blank to have neoo assign one automatically. |
| Cc / Bcc | Additional email addresses that receive a copy (or blind copy) of every email sent to this vendor. |
| Tax Number / SSN | The vendor’s VAT registration number or tax identification number. |
| Notes | Internal notes about this vendor. Not visible on documents. |
Contact Person tab
Record the individual contact at the vendor’s organisation — salutation, name, title and role. These details feed the address block and salutation in document templates and email messages.
VAT tab
Control which tax rates apply to this vendor and how tax is calculated on their invoices.
VAT Rates — Each configured tax rate appears as a checkbox, with a Select all checkbox above the list to tick or untick every rate at once. Only the rates checked here will be applied to documents for this vendor. A tax rate is only charged on an invoice if it is selected on both the service and the vendor — if either side is missing the rate, it is not charged. If VAT you expected isn’t appearing, why VAT is missing from an invoice walks through the causes in order.
Tax Included — Saved on the vendor record for reference. New vendor invoices and AP transactions always start with Tax Included unticked — tick it on the document itself when the vendor’s prices include tax.
Communication tab
Set up the language and custom email messages for this vendor. Defaults configured here override the system-wide message templates for this vendor only.
| Field | Description |
|---|---|
| Language | The language of printed documents and emails for this vendor, chosen from a fixed list: Deutsch (Schweiz), Deutsch (Deutschland), English, Français, Italiano. New vendors start on your dataset’s default language. |
| Subject (optional) | A custom subject line for the invoice email; each reminder has its own Reminder 1–3 subject (optional). Blank uses the default subject. |
| Message | A custom email body for the standard invoice send email. Overrides the system default message template. |
| Reminder 1 message | Custom email body for the first payment reminder. |
| Reminder 2 message | Custom email body for the second payment reminder. |
| Reminder 3 message | Custom email body for the third payment reminder. |
Leave any message field blank to fall back to the dataset-wide default configured in Default Email Messages — your vendor’s language first, then your default language.
Variables for the message body use the same {variablename} syntax as on customers — see Using variables in messages.
Accounting tab
The AP account, payment account, terms, and currency set here pre-fill on every document created for this vendor, reducing manual work on each invoice or transaction. The remaining fields are reference values kept on the record.
| Field | Description |
|---|---|
| AP Account | The default AP control account for this vendor’s invoices. |
| Payment Account | The default bank account used to pay this vendor. |
| Credit Limit | The maximum outstanding balance allowed with this vendor. Shown as a reference on invoices — not enforced automatically. |
| Threshold | Not used — nothing in neoo reads it. |
| Terms (days) | Payment terms in days. Used to calculate the due date on vendor invoices automatically. |
| Currency | The default currency for this vendor’s documents. |
| Discount (%) | Stored on the record for reference. Line discounts are entered per line on each invoice — this value is not pre-filled. |
| Start Date / End Date | Reference dates for the relationship. They are stored on the record only — a vendor with an End Date still appears in pickers and reports. |
Bank Accounts tab
Without a bank account on file you cannot pay the vendor through neoo at all, so this tab is worth completing even when the rest of the record can wait.
Each bank account records the vendor’s IBAN (or QR-IBAN for Swiss vendors) and BIC/SWIFT. These details flow directly into Payments:
- The IBAN tells neoo where to send money.
- A BIC is optional on every payment route — Amnis, Konfipay, Revolut, and the PAIN.001 export. When a vendor’s IBAN is outside Switzerland/Liechtenstein and the SEPA area, the Bank Payments page shows a BIC recommended notice, but a missing BIC never blocks a payment.
- A QR-IBAN means the payment uses Swiss QR-bill semantics, which require a valid structured DCN. Bank Payments flags each bill as Valid DCN or Invalid DCN.
The list shows each account’s bank name with its IBAN — or QR-IBAN, marked with a QRIBAN badge — beneath it, and a Default caption on the default account. Tick Set as Default Bank Account in the account form to choose that account; it is the one pre-selected when you post a transaction for this vendor. Click any account to edit it.
Bank accounts can only be added after the vendor record has been saved for the first time. Save the vendor, then return to this tab to add accounts. If you import vendor invoices via the Document Inbox and neoo detects an IBAN on the invoice that isn’t yet on file, it can populate this tab automatically as part of processing.
Log tab
Available once the vendor has been saved. The Log lists the changes made to this vendor record over time — useful for tracing when a bank account or payment default was changed, and by whom.
Saving
Click Save to create or update the vendor. The record is available immediately for use on invoices, transactions, and payments.
Deleting a vendor
A Delete button appears on a saved vendor only while no invoices or transactions reference it; deletion is permanent. Once documents exist, the vendor stays on file for good — note the end of the relationship in End Date or Notes, and stop using the vendor on new documents.