Other Actions for Vendors

In this help document, you’ll learn the other actions you can perform the vendors in your organization.

Filter Vendors

You can filter vendors by their type and using custom views. Here’s how:

• Click Vendors on the left sidebar.
• Click the All Vendors filter at the top.
• Select the preferred filter. The following are the default filters:
  • Active: All the active vendors in your organization.
  • Duplicate: Vendors with the same name in your organization.
  • Inactive: All the inactive vendors in your organization.
  • Vendor Portal Enabled: Vendors for whom the vendor portal is enabled in your organization.
  • Vendor Portal Disabled: Vendors for whom the vendor portal is disabled in your organization.
  • Draft: If Approvals is enabled for the Vendors module in your organization, vendors that are saved as draft and not sent for approval.
  • Submitted: Vendors whose details are submitted for approval.
  • Rejected: Vendors whose details were rejected by approvers.
  • Associated With Payment Options: Vendors for whom you’ve associated online payment methods.

If you’ve created custom views or have custom views shared with you by other users, you can filter vendors using these custom views. You can find your own custom views under Created By Me and those shared with you under Shared With Me. Read our help document on custom views to learn more.

Merge Vendors

To merge two vendors:

• Click Vendors on the left sidebar.
• Click the secondary vendor you want to merge.
• Click More in the top right corner and select Merge Vendors.
• Click the primary vendor with whom you want to merge the secondary vendor and click Continue in the pop-up that appears.
• Click Confirm.

The secondary vendor will be merged with the primary vendor, and all the transactions created for the secondary vendor will be transferred to the primary vendor.

Attach Files to a Vendor

You can attach files to a vendor using the following methods:

• Attach the files on your device.
• Attach files from cloud resources like Zoho Workdrive, Google Drive, Dropbox, One Drive, and other cloud resources.

To attach files to a vendor:

• Click Vendors on the left sidebar.
• Click the vendor for whom you want to attach files.
• Click the Attachments icon in the top right corner.
• Click the dropdown next to Upload Your Files and select the preferred option.

Add Comments

You can add comments to vendors for your personal reference. These comments will not be visible to your vendors.

To add a comment:

• Click Vendors on the left sidebar.
• Click the vendor to whom you want to add comments.
• Go to Comments tab.
• Enter the required comment in the text box. You can also format your comment using bold, italics, and underline.
• Click Add Comment. Your comments will be available in the All Comments section.

You can delete a comment by hovering over it and clicking the Delete icon.

Export Vendors

You can export all the vendors available in your Zoho Spend organization. Here’s how:

• Click Vendors on the left sidebar.
• Click the More icon in the top right corner of the page.
• Hover over Export and select Export Vendors.
• Choose if you want to import the Vendors, Vendor’s Contact Persons, or Vendor’s Addresses.
• Choose if you want to export All Vendors or vendors added during a Specific Period.
• If you chose Specific Period, enter the Start Date and End Date.
• Select the Export File Format. You can choose from CSV, XLS, or XLSX.
• Check the Include sensitive Personally Identifiable Information (PII) while exporting option if you want to include Personally Identifiable Information (PII).
• Enter the File Protection Password if you want to protect the export file.
• Click Export.

Export Current View

If you’ve filtered vendors or rearranged, shown, or hidden columns, then you can export the current view. Here’s how:

• Click Vendors on the left sidebar.
• Click the More icon in the top right corner of the page.
• Hover over Export and select Export Current View.
• You can choose from CSV, XLS, or XLSX.
• Enter the File Protection Password if you want to protect the export file.
• Click Export.

Sort Vendors

You can sort the vendors based on different columns or fields. Here’s how:

• Click Vendors on the left sidebar.
• Click the column based on which you want to sort. The sorting will be in ascending or descending order, as indicated by the arrow next to the column.

You can also sort vendors using the following method:

• Click the More icon on the Vendors List page.
• Hover over Sort By and choose the option based on which you want to sort.

Rearrange Columns

You can rearrange the columns and fields displayed on the Vendors List page and show or hide them.

To rearrange columns:

• Click Vendors on the left sidebar.
• Click the Customize Columns icon towards the left of the column names.
• Rearrange the columns by clicking, dragging, and dropping them according to your preference.
• Click Save. The columns will be arranged as per your preference.

To show or hide columns and fields:

• Click Vendors on the left sidebar.
• Click the Customize Columns icon next to the column names.
• Check a column name to show it on the Vendors List page. Or, uncheck a column name to hide it.
• Click Save.

Refresh List

Sometimes, other employees of your organization may create new vendors or modify existing ones. As a result, you may not have the latest list of vendors. You can refresh the vendors to get the most up-to-date list. Here’s how:

• Click Vendors on the left sidebar.
• Click the More icon in the top right corner and select Refresh List.