Vendor Master: Creating and Managing Vendors in EasyEcom

Vendor Master: Creating and Managing Vendors in EasyEcom

Software Plan : All
Account Type : All
Inventory Type : Serialized & Non-Serialized

Overview

Vendor Master is used to create and manage vendors from whom inventory is purchased in EasyEcom.

The vendors created here are used during procurement operations such as:

  • Purchase Planning
  • Purchase Order creation
  • Inventory inwarding and GRN
  • Vendor-SKU mapping

Once vendors are mapped with SKUs, they become available during PO creation and procurement workflows.

When to Use This Feature

Use this feature to:

  • Create procurement vendors in Easyecom
  • Upload Vendors in Bulk
  • Maintain vendor details for PO & Inward operations
  • Associate vendors with SKUs for procurement workflows

Prerequisites

  • Vendor and company details
  • Contact and address details
  • PAN and Tax Identification Number
  • Currency on PO
  • Payment and delivery terms
  • Compliance details such as Drug License, FSSAI, and MSME information, if applicable

If the vendor does not have PAN and Tax Identification Number, the vendor can be created as an Unregistered Vendor.

For bulk vendor creation, download and use the vendor template from Vendor Master before upload.

Workflow

Step 1: Go to Vendor Master

Navigation: Masters → Vendor Master
Info
Vendor Token is used during vendor-SKU mapping.

Step 2: Create Vendor

Vendor can be created using:

  • Add New Vendor for manual creation

  • Bulk Add Vendor for CSV upload


Manual Vendor Creation

Click 'Add new Vendor', fill required details and click Submit.


Payment Terms

Select the applicable payment term for the vendor. If the required payment term is not available in the dropdown, click + Add Custom Payment Term, enter the payment term, and click Save. The new payment term is immediately added to the dropdown and automatically selected for the vendor.

Note:
  • A custom payment term can contain up to 100 characters.
  • Custom payment terms can be added while creating a new vendor or editing an existing vendor.
  • Custom payment terms created at the Primary Location are available in all Child Locations.
  • Custom payment terms created at a Child Location are available only within that Child Location and are not visible in the Primary Location or any other Child Location.

Unregistered Vendor

Enable Treat the Vendor as Unregistered Person when the vendor does not have PAN and Tax Identification Number.


After confirmation PAN & TIN become non-mandatory.

Custom Fields

Custom fields added in Vendor Master are also supported during bulk vendor creation.


Vendor custom fields can be configured from account settings.

Navigation: Settings → Other Settings → Custom Fields



  1. Select Vendor from the Select Field dropdown
  2. Existing vendor custom fields will be displayed
  3. Enter the custom field name in Add New Field
  4. Click Add


After successful creation, the custom field becomes available in:

  • Vendor creation form
  • Bulk Vendor Creation template


Existing custom fields can also be enabled or disabled from the same screen.

Important
  • Vendors created at the Primary location are reflected in child locations.
  • Vendors created at child locations are not reflected in the Primary location.

Bulk Vendor Creation

Click on 'Bulk Add Vendor' from the Hamburger menu, download the template, update vendor details, and upload the CSV.


Info
The bulk vendor template supports procurement, compliance, and custom vendor fields available in Vendor Master.
After file upload, check View Import to confirm the status of uploaded file.


Vendor-SKU Mapping

Vendor-SKU mapping is used to associate vendors with SKUs during procurement. A single SKU can be mapped with multiple vendors.

Once mapped, the vendor becomes available during PO creation in Purchase Planning

Vendor-SKU Mapping from Vendor Master

Navigation:
Hamburger Menu → Bulk Map Vendor with SKU


Refer to the article: Bulk Map Vendor with SKU

Vendor-SKU Mapping during PO Creation

Vendor can also be mapped during PO creation from:
Inventory → Purchase Planning

Info
Pricing can still be modified during PO creation

Download Vendor Master Data

Navigation:
Hamburger Menu → Download CSV

This report downloads vendor master details configured in the account.


Download Vendor-SKU Mapping Data

Navigation:
Hamburger Menu → Mapped SKU List

This report downloads SKU-wise vendor mapping details configured in the account.

FAQs
1. Where is vendor mapping used?
Vendor mapping is used during PO creation in Purchase Planning.

2. Can vendor pricing be changed during PO creation?
Yes.

3. Can vendors be disabled later?
Yes.





    

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