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About this lesson

In this lesson, we learn how to add vendor info - not just the name - to QuickBooks.

Quick reference

Adding a vendor

A vendor is someone or a company you give money to.

When to use

Each time you give someone or a company money, you should add that person/company as a vendor in QuickBooks. You want to quickly be able to review WHO you gave money to.

Instructions

You can set up a vendor in QuickBooks Online in a handful of ways, this guide will walk you through setting up the vendor without combining it with other activities.

  1. In the left menu / gray bar, click on expenses, then select vendor
  2. In the upper right hand corner, click on the green button that says "new vendor"
  3. A pop up will appear titled Vendor Information, the only mandatory field is "display name as"

Hints & tips

  • The only mandatory field is display name, you're probably not going to use this as your Rolodex. Don't worry about filling in all the fields unless you need this information for 1099 tracking.
  • It's important that you see and get comfortable with this screen but it's faster to add a vendor as you need them (such as when you write a check or record a credit card charge). When entering a transaction, if the vendor is not already in the dropdown list,  you can add the vendor on the fly without coming back here to do it.
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  • 00:04 In this module I want to talk to you about how to find the vendor list and
  • 00:08 how to add new vendors.
  • 00:10 When you're in your QuickBooks file on the left hand side,
  • 00:13 if you hover over expenses, vendors will appear in the pop out to the right.
  • 00:18 Go ahead and select Vendors.
  • 00:21 In the upper right hand corner, there's a green button that says New vendor,
  • 00:25 then I go ahead and click on that.
  • 00:27 The only mandatory field in this box is the Display name as.
  • 00:33 So that says when I'm looking at this list,
  • 00:35 what name do I want to have displayed?
  • 00:38 So let me go ahead and create one.
  • 00:40 I make believe vendors so we're going to make Amazing Armchairs, Inc,
  • 00:44 basically a great office chair.
  • 00:47 So company name Amazing Armchairs, Inc.
  • 00:50 I don't have a contact for Amazing Armchairs, I just pop in there and
  • 00:54 I get an amazing arm chair then I scram.
  • 00:57 I don't need to put in the address, the email, the phone number.
  • 01:00 If you were doing something such as printing checks at a QuickBooks,
  • 01:03 you'd want to put in the address so that it would print on the check.
  • 01:07 But if it's this sort of thing, we are not doing that and
  • 01:10 you don't need it, feel free to skip that.
  • 01:12 The Notes is a good place to put stuff that you might need to reference later.
  • 01:17 Such as this vendor is on auto payer or anything like that,
  • 01:20 like anything that you want to see at a glance.
  • 01:22 So we'll make that note just so you can see what it looks like.
  • 01:28 I will put a note such as this in my QuickBooks files when I'm working on
  • 01:32 stuff, because I will forget who is on auto pay and
  • 01:35 who I have to make sure to call and pay.
  • 01:39 Any of the rest of this feel free to fill it in at your discretion.
  • 01:42 I will encourage you that if you need to send out
  • 01:45 a 1099 miscellaneous form to enter in the business ID number.
  • 01:50 So that's going to be the the nine digit number that looks similar to this.
  • 01:55 Similar to that with actually nine digits.
  • 01:58 And then you can say Track payments for 1099.
  • 02:01 You do not need to toggle this.
  • 02:03 Toggling this just makes your work easier later on.
  • 02:05 I'm going to uncheck it, because we're not tracking payments for
  • 02:09 an arbitrary company.
  • 02:10 I'm going to click Save.
  • 02:12 So now you can see Amazing Armchairs here.
  • 02:16 When I click one time on Amazing Armchairs,
  • 02:19 I would see down here any transactions related to this company.
  • 02:22 In this case, there are none.
  • 02:24 And then up here at the top, I'm going to see the notes that I've typed in.
  • 02:29 So if I'm ever working on a client, I might see at a glance that there's notes.
  • 02:33 You're going to see similar notes for customers.
  • 02:34 So kind of keep your eyes peeled for it.
  • 02:36 I think it's pretty useful.
  • 02:38 If I go to Office Depot, there's no notes.
  • 02:41 So here because I've selected Office Depot in the upper right hand corner,
  • 02:45 I have New transaction.
  • 02:46 And when I click on this, I don't have an option to add a new vendor.
  • 02:50 To get back to the spot where I can add a new vendor, I'm going to come over to
  • 02:55 the left hand side and I'm going to click on the blue text that says Vendors.
  • 03:00 And now I have my list of vendors and
  • 03:02 I can click on add new vendor in the upper right hand corner.
  • 03:05 Just like before, I'm going to copy and paste my display name.
  • 03:09 This time we will pretend like we have the name of a person.
  • 03:12 So now I can say I would like to display this as Kind Kars,
  • 03:17 or as John Doe or as Doe, John.
  • 03:20 So let's say we display it as John Doe, and then I click Save.
  • 03:24 When I look at my list, I can see in bold that this is John Doe.
  • 03:29 My list is sorted alphabetically and
  • 03:30 instead of being sorted by Kind Kars, it's sorted by John Doe.
  • 03:35 If I did that, but
  • 03:36 then I realized that's not how I want to see it, I can always click on John Doe.
  • 03:42 I can come over here and click Edit.
  • 03:44 And then I can change my display name and make it say Kind Kars.
  • 03:49 I can also update, so if John Doe is no longer my person there,
  • 03:52 I can put in a new person and click Save.
  • 03:56 There's a handful of faster ways to add new vendors.
  • 03:59 We're definitely going to talk about those as we go.
  • 04:02 But I wanted to give you a brief introduction.
  • 04:04 This is how you add a vendor.
  • 04:06 When I click on vendors and just kind of show you one other thing that again,
  • 04:10 we'll dive into a little bit more as we go.
  • 04:13 At the top of your screen, you have this kind of ribbon, this colorful ribbon.
  • 04:18 On the left hand side, it shows what's overdue.
  • 04:21 It shows what's open and what's been paid in the last 30 days.
  • 04:25 This only pertains if you're using the accounts payable function within your
  • 04:29 QuickBooks.
  • 04:30 All right, I'll see you in the next lesson.

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