Vendors #
Your vendor records are the backbone of everything in Accounts Payable. Vendor invoices, transactions, payments, and reminders all draw their defaults from here — and the bank details you record on a vendor are what Neo-Ledger uses when it produces a payment file or sends a payment through Amnis, Konfipay, or Revolut.
Navigate to AP → Vendors to view, add, and edit your vendors.
Vendor list #
The list shows all your vendors. Click any vendor’s name or number to open their record for editing.
Adding or editing a vendor #
The vendor form is organised into six tabs. You only need the Vendor tab to get started — the other tabs let you configure defaults that save time on documents later.
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 #
This tab holds the core identity, address, and contact information for the vendor.
Name and number #
| 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 Neo-Ledger assign one automatically. |
Address #
| Field | Description |
|---|---|
| Street Name | The street name of the vendor’s address. |
| Street Number | The building or unit number. |
| Address 2 | A second address line for additional details (floor, suite, etc.). |
| Postal Office | Post office box or postal district, if applicable. |
| Zip/Postal Code | The postcode or ZIP code. |
| City | The city. |
| State/Province | State, province, or canton. |
| Country | The vendor’s country. |
Contact #
| Field | Description |
|---|---|
| Phone | Main phone number. |
| Mobile | Mobile number. |
| The primary email address used to send documents to this vendor. | |
| Cc | An additional email address that receives a copy of every email sent to this vendor. |
| Bcc | An email address that receives a blind copy of every email sent to this vendor. |
| Fax | Fax number, if applicable. |
Additional #
| Field | Description |
|---|---|
| Tax Number / SSN | The vendor’s VAT registration number or tax identification number. |
| SIC | Standard Industry Classification code, if used. |
| Notes | Internal notes about this vendor. Not visible on documents. |
Contact Person tab #
Use this tab to record the individual contact at the vendor’s organisation. These details are available for use in document templates and email messages.
| Field | Description |
|---|---|
| Salutation | e.g. Mr., Ms., Dr. |
| Title | Job title or formal title. |
| First Name | Contact’s first name. |
| Last Name | Contact’s last name. |
| Occupation | Role or position at the organisation. |
| Gender | Male or Female. |
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. 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.
Tax Included — When checked, prices on this vendor’s invoices are treated as tax-inclusive by default (tax is extracted from the totals rather than added on top).
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 used for document generation and email messages for this vendor. Visible only if languages are configured in your dataset. |
| 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 system-wide template configured in System → Messages.
Variables for the message body use the same {variablename} syntax as on customers — see Using variables in messages.
Accounting tab #
These defaults pre-fill on every document created for this vendor, reducing manual work on each invoice or transaction.
| 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 | Minimum outstanding balance before a payment reminder is considered. |
| 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 (%) | A default line discount percentage applied to all new invoices for this vendor. |
| Start Date | The date from which this vendor record is active. |
| End Date | If set, the vendor is inactive after this date. |
Bank Accounts tab #
This tab is critical for AP — without a vendor bank account on file, you can’t pay the vendor through Neo-Ledger.
Each bank account records the vendor’s IBAN (or QR-IBAN for Swiss vendors) and BIC. These details flow directly into Payments:
- The IBAN tells Neo-Ledger where to send money.
- The BIC is required for the Amnis, Konfipay, and Revolut payment routes — payments without a BIC can still go out as a PAIN.001 file via Export, but they can’t be pushed through the direct providers.
- A QR-IBAN means the payment uses Swiss QR-bill semantics, which require a valid structured DCN. Neo-Ledger flags the DCN as Valid or Invalid on the Payments page.
Each bank account shows its IBAN or QR-IBAN, with a Default label on the primary account. 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 Neo-Ledger detects an IBAN on the invoice that isn’t yet on file, it can populate this tab automatically as part of processing.
Saving #
Click Save to create or update the vendor. The record is available immediately for use on invoices, transactions, and payments.