Maintain suppliers and payees used for purchasing, receiving, vendor invoices, credits, payments, and 1099 reporting.
## At a glance
- **Identify it by:** **Vendor #**, **Vendor Name**, **Account Number**, and **Coi Expiration Date**.
- **Check its business context:** **Payment Terms**, **Payable Account**, and **Charges/Fees Account**.
- **Why care:** These master records supply defaults and choices to later transactions. Correct duplicates and inactive records before staff build more activity on the wrong record.
## Before you begin
You need the Brisk permission for the action you are taking on vendors. If a Create, Edit, or Delete control is absent, do not work around it with another user’s account; ask an administrator to review your role.
Have valid **Payable Account**, and **Charges/Fees Account** records ready first. Those selections determine where this vendor belongs and which later screens can find it.
Create a vendor
The Vendors create screen in the Brisk documentation demo.
Create a vendor after searching for the person, organization, item, location, or resource under alternate names and identifiers. Merge or correct an existing master record instead of creating a duplicate.
1. Select the business context first: **Payment Terms**, **Payable Account**, and **Charges/Fees Account**.
2. Enter the required identifying and operational values: **Vendor Name**, **Address Line 1**, **City**, **State**, **Zip**, and **Primary Phone**, plus the remaining screen fields.
3. Review **1099**, and **Grain Dealer** deliberately; these choices control availability or workflow rather than merely describing the record.
4. Save the vendor, then confirm **Vendor #**, **Vendor Name**, **Account Number**, and **Coi Expiration Date** on its detail page before continuing.
After saving: Verify this vendor in **Commodity Sales**, **Contacts**, **Credit Card Accounts**, and **Credit Card Charges**, plus the remaining screen fields before staff build new activity on it; correct ownership, classification, and active state now rather than after transactions accumulate.
Delete a vendor
Delete this vendor only if it is an unused duplicate or setup mistake. Once other records refer to it, preserve that history and make the value inactive when the screen provides that option.
Before confirming, check for related **Commodity Sales**, **Contacts**, **Credit Card Accounts**, **Credit Card Charges**, and **Inventory Receipts**, plus the remaining screen fields. Brisk may refuse deletion when another record depends on this one; resolve the duplicate or use the supported correction workflow instead of breaking the trail.
On the confirmation page, verify **Vendor #**, **Vendor Name**, **Account Number**, and **Coi Expiration Date**. After confirmation, return to the Vendors list and make sure only the intended vendor was removed.
Review vendor details
The Vendors detail screen in the Brisk documentation demo.
Use the detail page as the shared record of what this vendor currently means. Verify **Coi Expiration Date** before relying on it for a decision.
Follow **Payment Terms**, **Payable Account**, and **Charges/Fees Account** to determine whether the issue is on this vendor or on one of those linked records.
Next check: Verify this vendor in **Commodity Sales**, **Contacts**, **Credit Card Accounts**, and **Credit Card Charges**, plus the remaining screen fields before staff build new activity on it; correct ownership, classification, and active state now rather than after transactions accumulate.
Edit an existing vendor
Edit this vendor to keep the same real-world party, item, location, or resource accurate. Do not repurpose it for a different entity after activity is attached.
1. Open the detail page. Compare **Payment Terms**, **Payable Account**, and **Charges/Fees Account** with the supporting document or approved request.
2. Recheck **Vendor #**, **Account Number**, **Payable Account**, **Charges/Fees Account**, and **Coi Expiration Date**. These values are most likely to change future transactions, defaults, assignment, pricing, and reporting.
3. Save the change, return to the list, and confirm that the vendor now appears under the expected **Vendor #**, **Vendor Name**, **Account Number**, and **Coi Expiration Date**.
After the change: Verify this vendor in **Commodity Sales**, **Contacts**, **Credit Card Accounts**, and **Credit Card Charges**, plus the remaining screen fields before staff build new activity on it; correct ownership, classification, and active state now rather than after transactions accumulate.
Find and review vendors
The Vendors list screen in the Brisk documentation demo.
Use the Vendors list to find the correct record before opening or changing it. Compare **Vendor #**, **Vendor Name**, **Account Number**, and **Coi Expiration Date**. Records with similar names or numbers can still belong to different **Payment Terms**, **Payable Account**, and **Charges/Fees Account**.
- Keyword search checks **Vendor Name**, **Vendor #**, **Address Line 1**, **Address Line 2**, **City**, and **State**, plus the remaining screen fields.
- The initial order emphasizes **Vendor Name**. Select a column heading when you need a different comparison.
Open the vendor whose **Vendor #**, **Vendor Name**, **Account Number**, and **Coi Expiration Date** match the task. If it is missing, clear the list filters and recheck the identifying information shown on the screen rather than creating a replacement immediately.
## Fields and business rules
Brisk stores 20 user-relevant fields for this vendor, including 3 linked-record selections and 0 controlled-choice fields. Create and edit screens may hide calculated or workflow-managed values from this full reference.
| Field | Required | What it controls |
|---|---:|---|
| **Vendor #** | No | A vendor's unique ID number. Leave this field blank for the system to generate one automatically. |
| **Vendor Name** | Yes | Enter the name of the company or individual that will identify this vendor. |
| **Check Payee** | No | If different from the Vendor Name, enter the name as it appears on checks here. |
| **Address Line 1** | Yes | The address line 1 recorded for this vendor. |
| **Address Line 2** | No | The address line 2 recorded for this vendor. |
| **City** | Yes | The city recorded for this vendor. |
| **State** | Yes | The state recorded for this vendor. |
| **Zip** | Yes | The zip recorded for this vendor. |
| **Primary Phone** | Yes | The primary phone recorded for this vendor. |
| **Secondary Phone** | No | The secondary phone recorded for this vendor. |
| **Fax** | No | The fax recorded for this vendor. |
| **Email** | No | The email recorded for this vendor. |
| **Account Number** | No | List your business account number with this vendor. |
| **Payment Terms** | No | The payment terms associated with this vendor. |
| **Payable Account** | Yes | Designates the account that will track any accounts payable transactions for this vendor. |
| **Charges/Fees Account** | Yes | Designates the expense account that will be used if finance charges or restocking fees are included in a credit memo. |
| **1099** | No | Determines whether to issue 1099s to this vendor or not. |
| **Fein** | No | Store the Federal Employer Identification Number here. |
| **Coi Expiration Date** | No | Date that the vendor certificate of insurance expires. |
| **Grain Dealer** | No | Determines whether or not this vendor is a grain dealer for the purposes of federal corn checkoff regulations. Grain dealers are expected to handle paying corn checkoff, so it will not be deducted from their payments. |
## What happens next
Verify this vendor in **Commodity Sales**, **Contacts**, **Credit Card Accounts**, and **Credit Card Charges**, plus the remaining screen fields before staff build new activity on it; correct ownership, classification, and active state now rather than after transactions accumulate.
## Common mistakes and troubleshooting
- **The record will not save:** Recheck **Vendor Name**, **Address Line 1**, **City**, **State**, **Zip**, and **Primary Phone**, plus the remaining screen fields and any message beside the field. A required related record may also be inactive or unavailable to your role.
- **The values look right but the result is wrong:** Open **Payment Terms**, **Payable Account**, and **Charges/Fees Account** from the detail page. Correct the specific relationship that is wrong instead of forcing a total or status to compensate for it.
