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

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.

Note: There is no character limit for the Vendor Company Name field. Users can enter or update vendor company names of any length.

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.

Notes:

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

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

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 Master Access Across Locations

In accounts where this restriction is enabled, Vendor Master creation and editing are allowed only from the Primary Location. Child Locations can view vendor details but cannot create or edit vendor records.

Primary Location