Maintaining an accurate and approved vendor directory protects your school from fraudulent disbursements and ensures proper tax reporting at year-end. In Edlio Accounting, disbursements and invoices can only be issued to registered, active vendors.
Viewing the vendor directory
Navigate to Disbursements > Vendors. The vendor directory displays all active vendors, tax ID types, categories, payment terms, and status badges:
đĄ Best-Practice Adoption Tip: Require an official Form W-9 before onboarding any new service provider or contractor. Ensure the Tax ID (EIN or SSN) entered in Edlio Accounting matches the legal business name exactly for seamless 1099 annual tax exports.
Adding a new vendor
To register a new payee, click the white New Vendor button at the top right:
Basic Information: Enter the legal Vendor Name, optional custom Vendor Code (e.g., ACME-001), and business Category.
Payment Preferences: Select the Tax ID Type (EIN or SSN), input the formatted Tax ID number, and specify the default Payment Terms (e.g., Net 30, Due upon receipt).
Contact Information: Input the billing email address, phone number, mailing address, and primary contact person for payment inquiries.
Submit for Approval: Review the live summary card on the right and click Submit for Approval to initiate the vendor approval workflow.
Vendor approval notifications and routing
When a new vendor record is submitted, Edlio Accounting automatically notifies assigned financial reviewers via email so they can inspect W-9 documentation and authorize the payee:
District Default Recipients: By default, vendor approval alerts dispatch to the central district accounting administrators established under Settings > Email > Notification Recipients.
School-Specific Overrides: District administrators can customize notification recipients on a per-school basis. When a school has specific bookkeepers or site administrators assigned (up to 5 recipients per school), vendor approval emails route directly to that school's reviewers rather than the district team.
Disabling Notifications for Specific Schools: If a campus handles vendor onboarding centrally or does not require local email alerts, district administrators can toggle off vendor approval emails for that specific school.
đĄ Best-Practice Adoption Tip: If your district operates with dedicated campus bookkeepers, configure School Overrides so each school's principal or financial secretary is notified immediately when staff submit payees for their building. To review or update email recipient rules, see Notifications and Alerts.
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