Before you can write a check to a vendor, you need to create a vendor record. The record contains the vendor's address and contact information, as well as payment terms.
To create a vendor record
Select Vendors and click the + Add New button.
Enter the vendor's name and contact information: address, email address, and phone numbers.
You can enter the address manually, or you can select the Use Google checkbox to use the address predictor (when you start typing, Google returns search results).
Note: Do NOT use Google to search for an address that includes a PO Box. Clear the Use Google check box and enter the address manually.
In the Payment Method field, select Check or EFT. If you select EFT, additional fields appear, where you enter the vendor's bank information.
In the Check Memo field, you can enter information that you want printed on checks to this vendor, for example, an account number.
Select Check Memo From Inv if you want the note on the invoice (the payable) to be used as the memo on checks to this vendor.
Click Save. The screen refreshes.
To enter Payment Terms
Click the Edit icon (the pencil).
Scroll down to the Payment Terms section.
Complete the screen.
Liability Expiration Workers Compensation Expiration | Enter the expiration dates of the vendor's insurance. Breeze will prevent payments to vendors whose insurance has expired. |
Usual Account | Enter the default expense account for this vendor. When you create a payable and select the vendor, Breeze will complete the Account field for you. |
Discount Percent | The discount amount. |
Discount Days from Invoice | The discount period. In the example shown above, the setup means the following: if you pay the invoice within 4 days, you will receive a discount of 5%. |
Payment Terms | The Payment Terms field is used to calculate the due date on a payable, if there is no vendor discount. The due date is equal to the invoice date plus the number of days entered here. |
Click Save again.
To create a payable to this vendor, click the Add Payable button at the top of the screen.
Vendor Screen Tabs
After you save a vendor record, a series of tabs appears on the left.
Each tab is explained in the table below.
Vendor | The first tab, Vendor, displays basic information about the vendor: name, address, contact information. It also includes the Payment Terms section, where you can set up vendor discounts and record insurance expiration dates. |
Ledger | The Ledger shows all the transactions linked to the vendor and the current balance. |
Contracts | This tab shows any contracts that are assigned to the vendor. Contracts are part of the Job Cost Module. For more information, click here. |
Unpaid Payables | This tab displays a list of vendor invoices that have not yet been paid. You can export the list as an Excel or PDF file. |
Maintenance Requests | This tab lists open maintenance requests (work orders) that are assigned to the vendor. This option will not display if there are no open MRs assigned to the vendor. |
Communication | This tab shows the email and text messages that were sent from Breeze. It also includes items from the Activity Feed, for example, the day the vendor record was added. |
Custom Data | This tab shows custom tables that have been set up for vendors. |
Inactive Vendors
To mark a vendor as inactive, open the record and select the Inactive checkbox.
When a vendor is inactive, you cannot use it in new payables or other transactions. You can open existing transactions that use that vendor, but the vendor is labeled "inactive."
To view inactive vendor records, use the filter to search for Inactive items.