Vendors are the people or organizations you pay through Disbursements — suppliers, service providers, athletic officials, and anyone else you write a check to. Managing vendors separately lets you track payment history and reference them quickly when recording disbursements.
Vendors are separate from Customers (who pay you in Receipts). Vendors are who you pay in Disbursements, including those you may need to issue a 1099 to at year-end.
Creating a vendor
To add a new vendor:
Go to Disbursements → New Vendor.
Vendor name (required) — the company or person's name.
Address (required) — the business address. This prints on checks and vouchers.
Status — Defaults to Active. Pending vendors are waiting for approval, if required. Inactive vendors remain in the system for historical reference but won't appear in active selection lists.
Payment Preferences – Tax ID or SSN required for 1099 vendors.
Contact Information – required fields are marked with a red asterisk (*). Enter as much information as you need.
Addresses – required fields are marked with a red asterisk (*). If more than one address is needed, click “Add Address”. An example is one address needed for a Purchase Order with a different remittance address.
Save the vendor.
Adding vendors on the fly
You don't need to create a vendor in advance. When recording a disbursement, you can add a new vendor directly from the payment screen if the vendor doesn't exist yet. The vendor is saved to your vendor list for future use. (If vendor approval is required, the vendor will be saved as pending until approved.)
Vendors and invoices
Vendors are tied to invoices and disbursements. When you create an invoice, you select which vendor it came from. When you pay invoices in a batch, the system groups them by vendor — one check per vendor covering all selected invoices.
See for details on creating and managing invoices.