Vendor Group

Every vendor belongs to one Vendor Group. The group is what the posting setup uses to find the vendor's payable account, so local suppliers, importers and related parties can sit on different control accounts. It also lists the registrations and contact details its vendors must give.

Where

Accounts Payable › Vendor › Vendor Group, and Procurement and Sourcing › Vendor

Who uses it

The implementation consultant, the chief accountant

When

At setup, before the first vendor

Needs first

Registration groups and authorities, address purposes

What it is for

The posting profile of the company names a payable account per vendor group. A vendor's invoices and payments post to the account of its group. A vendor's group cannot be changed after the vendor is saved, so decide the groups before creating vendors.

Every field in plain words

General

Field	What it means	What to put
Vendor Group	The group's code	Short code, locked after save
Name	The group's name	Required
Block	Stops new vendors using the group	Tick to block

Basic Data

Field	What it means	What to put
Payment Term, Payment Method, Tax Zone	Defaults for the group	Recorded only. They are not copied to the group's vendors today; set them on each vendor

Registration Required

One line per registration every vendor of the group must have: Registration Group, Registration Authority and Vendor Category. Saving a vendor in a company without that registration is refused.

Required Address Type

One line per address Purpose with Required Person, Required Mobile, Required Phone and Required Email. An address of that purpose on a vendor of the group must have those details.

How to configure it

• Make one group per payable control account you need.
• Put the matching lines in the company's posting profile (Posting Profile in General Ledger).
• Add the registrations the law asks of each kind of vendor (for example the national tax number and the sales tax registration in Pakistan).

Scenarios

• A company keeps local and foreign suppliers on separate payable accounts. Two groups, Local and Import, each with its own account in the posting profile.
• Every supplier must give its tax registration. Add the tax registration authority under Registration Required.

What it is connected to

• Vendor and Release Vendor In Legal Entity: every vendor names its group.
• What posts in Payables: where the payable account comes from.

If something looks wrong

• "Account is not configured in Posting Profile ... against Post Key ..." on an invoice or payment. The posting profile has no line for this vendor group. Add it.
• "Registration - Registration Authority ... of Registration Group ... is mandatory" on a vendor. The group requires it.