Vendor Page

Written by Uday Kumar Updated

When you click a vendor record in the Vendors tab of AP Invoices (SmartVendor), the Vendor Details page opens. This view displays comprehensive vendor information across multiple sections, helping you manage and review vendor attributes efficiently.

Available Actions:

  • AP Invoices Toggle
    • Allows you to enable or disable AP invoice automation for this specific vendor.
    • When the toggle is on (blue), SmartVendor will process AP invoices from this vendor using automation (such as SmartBot).
    • When the toggle is off (grey), AP invoice automation is disabled for this vendor.
    • After changing the state of the toggle, click Save to apply your change.
  • Summary Line Toggle
    • Controls whether an invoice summary line is shown for this vendor.
    • When enabled, a summary of invoice totals appears for easier reference.
    • When disabled, the summary line will not be displayed in the interface.
    • Click Save to apply your change after toggling.
  • Bills: Click the “Bills” link to navigate directly to a filtered Bills page showing only bills for the current vendor.
  • Purchase Orders: Click the “Purchase Orders” link to view all POs associated with the selected vendor.

Figure 1. AP Invoices and Summary Line Toggles in Vendor Details

Tip: Use these individual toggles to finely control automation and summary display for each vendor record as business needs change.

Note: If AP Invoices or Summary Line toggles do not respond, ensure you have the appropriate permissions or that the vendor is eligible for automation.

Important: The Enrollment indicator does not alter vendor status here; bulk enrollment or unenrollment should be performed from the main vendor list or through automation skills interfaces.

Viewing Vendor Standard and Extended Fields

When viewing a vendor profile in SmartVendor, the Vendor Details panel provides a comprehensive summary for quick access and record-keeping.

Key Information Displayed:

  • Standard Fields:
    • Vendor Name
    • Entity (and summary of associated entities, if any)
    • Email address
    • Contacts (list of associated email contacts)
    • Vendor ID
    • Business Name
    • Status (e.g., Active)
    • Category (e.g., Information_Technology)
    • Address (full address details, if available)
    • Tax ID Type and Tax ID
    • Tags (all applied tags)
  • Extended Fields:
    • Additional custom fields configured for your organization.
    • If none are present, “No Extended Fields” is displayed.

Figure 2. Vendor Details Panel Displaying Standard and Extended Fields

Tip: Review all fields when updating vendor records or before onboarding/offboarding vendors to maintain accurate, complete data.

Note: The fields shown may vary depending on your organization’s configuration and the information available for each vendor.

Bill Classification Defaults Section

The Bill Classification Defaults section on the vendor details page allows you to view and configure key accounting parameters (such as Spend Category and Cost Center) that are automatically applied to bills from this vendor.

Features and How to Use:

  • Spend Category: Shows the default spend or expense category assigned to bills from this vendor. If not set, a double dash -- is shown.
  • Cost Center: Shows the default cost center for the vendor’s bills. If not set, a double dash -- is shown.

Note: Additional fields may be available, depending on your configuration.

Editing Defaults:

  1. To update default classifications, click the pencil (edit) icon in the upper-right corner of this section.
  2. Make changes as needed and click Save to apply the new defaults.

Figure 3. Bill Classification Defaults Panel with Edit Option

Tip: Set Bill Classification Defaults for all regular, non-PO vendors to streamline invoice processing and reduce coding errors.

Note: Changes to Bill Classification Defaults will impact all newly processed bills for this vendor.

Notes Section

The Notes section on the vendor details page lets you view, search, add, and filter both system-generated and user-created notes for the vendor. This feature supports effective tracking, collaboration, and auditability for vendor interactions and system events.

How to Use Notes:

  • Viewing Notes:
    • All notes (if any) are displayed in a list in the Notes section.
    • Notes are categorized as either System-Generated or User (manual).
    • Use the checkboxes to filter for one or both types.
    • If no notes are available for the vendor, the message “No Data To Display” is displayed.
  • Searching Notes:
    • Use the search bar to enter keywords and quickly find notes by content.
    • Search operates across all visible notes according to selected filters.
  • Filtering Notes:
    1. Click the filter icon next to the search bar to open the filters dialog.
    2. Specify parameters such as “Note created by,” select an operator (e.g., Contains), and enter a value.
    3. Click Apply to activate the filter.
    4. You can add or remove multiple filter conditions as needed.
  • Adding Notes:
    • Click the plus icon beside the search/filter area to add a new user note (if permitted).

Figure 4. Notes Section with Search, Filter, and Add Options

Figure 5. Notes Filter Dialog

Tip: Use SmartBot notes to track system actions automatically, and User notes to record decisions, exceptions, or other important vendor-related communications.

Note: If you are unable to add new notes, you may lack the necessary permissions; contact your administrator for access.