How to Create a New Vendor in Koble

Creating a new vendor in Koble is similar to the process of creating a new customer since both are types of contacts. This guide will walk you through the steps to ensure accurate vendor setup for future transactions and business interactions.

Key Steps

1. Access the Vendor List

   1. From the home screen, hover over the “Vendors” section and click the plus sign to create a new vendor.

   2. Alternatively, use the search bar to type in “New Vendor Guide” and follow the guide instructions.

2. Launch the Vendor Document

   1. Whether you use the search bar or the home screen shortcut, you’ll be prompted to create a new vendor document.

3. Set Vendor Category

   1. Select the appropriate category for the vendor. Avoid using root categories and use predefined categories to set defaults for consistent vendor settings.

4. Create Contact Information

   1. Choose an existing contact or create a new one for the vendor by entering the name, address, and other relevant details.

   2. For existing contacts (e.g., if the vendor is also a customer), link them to the new vendor entity.

5. Add Additional Contacts

   1. Include any other relevant contacts, such as a salesperson or other primary contacts for the vendor.

6. Assign Vendor ID

   1. Set or manually assign a vendor ID. You can configure defaults for efficiency, or enter this manually as needed.

7. Set Payment Terms and Preferences

   1. Define the vendor’s payment terms, such as credit limits, discount terms, and preferred payment methods.

8. Save the Vendor Information

   1. Once all required and additional information is entered, close the document to save the new vendor.

Cautionary Notes

• Category Selection: Ensure that you select the correct vendor category. Mislabeling categories can lead to incorrect defaults and settings.
• Contact Duplication: Always check if the contact already exists before creating a new one to avoid duplication.
• Accurate Terms: Be careful when setting payment terms and preferences, as this information will impact your financial dealings with the vendor.

Tips for Efficiency

• Utilize the Tab Key: Use the tab key to navigate through fields quickly, saving time during data entry.
• Predefine Defaults: Set up vendor ID and payment defaults to streamline the creation process for recurring vendors.
• Complete Contact Information: Although some fields may not be required, collect as much data as possible (e.g., phone numbers and email addresses) for more robust vendor profiles.
• Leverage Guides: Always use Koble’s guides to ensure that you’re following the correct steps and don’t miss any important details during vendor creation.

By following these steps and keeping the cautionary notes and tips in mind, you’ll be able to efficiently create new vendor records in Koble, ensuring accuracy and consistency across your operations.