Deactivate a vendor

Deactivating unused or duplicate vendors removes that vendor from dropdown menus and lists throughout your company. If your vendor isn't tied to any transactions or payments, you can delete the vendor.

  • Past transactions will still be tied to an inactive vendor record. You'll need to create reports and view the Vendor Aging report for both vendors (the one you kept and the duplicate) as you can't merge this data.
  • Deactivating a vendor has no impact on 1099 reports. This means that any 1099 eligible transactions will be included in the 1099 reports and forms for the inactive vendor.
Comparison of one-time use vendors to inactive vendors
  One-time use vendor Inactive vendor

Purpose

Simplify your view of the Vendors list to show only frequently used vendors by default.

Make a vendor record unavailable for further transactions and payments.

Availability in Vendor lists and dropdowns

Available to select as a vendor.

Not available to select as a vendor.

As a result, you cannot do the following:

  • Create new transactions for the vendor.
  • Edit an existing transaction and change to this vendor.
  • Make payments to the vendor, because a payment request cannot be created for an inactive vendor.

Past transactions remain tied to the vendor record.

Vendor list display

Records designated as One-time use do not appear in the list by default. To view these records, select Filters at the top of the list and select Remove next to the One-time use filter to remove it.

Does not appear in the Vendors list by default. When using a standard view, select Include one-time use to see these vendors.

Records designated as Inactive do not appear in the list by default. To view these records, select Filters at the top of the list and select Remove next to the Status filter to remove it.

Does not appear by default. When using a standard view, select View inactive to see these vendors.

Restrictions

None.

All outstanding payments to the vendor must be completed before you can deactivate the vendor.

Because you cannot pay existing bills after deactivation, resolve the bills accordingly before you deactivate.

Transactions for one-time use and inactive vendors are included in 1099 reports.

Set vendor status to inactive

Subscription Accounts Payable
User type Business
Permissions Vendors: List, View, and Edit
  1. Go to Accounts Payable > All > Vendors.
  2. Find the vendor you want to delete.

    If you're having trouble finding the vendor, filter the list by vendor name.

    If you are at the entity-level and see Not Owned in place of the delete checkbox, go to the top level to delete the vendor.

  3. Select Edit at the end of the row.

    To see the Edit option for a vendor, you need the following:

    • Access to the entity where the vendor was originally created.

      For example, if the vendor was created at the top-level, you need to slide into the top level to edit it. If you do not have access to that level, you cannot edit the vendor record.

    • Access to entities where the vendor is restricted.

      For example, say you are a restricted user with top-level access. If a top-level vendor is restricted to the West entity, and you do not have access to that entity, you cannot edit the vendor record at the top level.

    • Permission to edit vendors.

  4. On the Vendor tab, change the Status for the vendor to Inactive.

  5. Select Save.

  1. Go to Accounts Payable > All > Vendors.

  2. Find the vendor you want to delete.

    If you're having trouble finding the vendor, filter the list by vendor name.

    If you are at the entity-level and see Not Owned in place of the delete checkbox, go to the top level to delete the vendor.
  3. Select Edit next to the Vendor ID.
  4. On the Vendor tab, change the Status for the vendor to Inactive.
  5. Select Save.

View inactive vendors

Subscription Accounts Payable
User type

Business

Employee

Project Manager

Warehouse
Permissions

Vendors: List and View

  1. Go to Accounts Payable > All > Vendors.

  2. Select Filters at the top of the list, and then do one of the following:
    • To view all vendors, including inactive, active, and active non-posting vendors, select Remove next to the Status filter.
    • To view inactive vendors only, change the Value to Inactive.
  3. Optional: Save your filter as a view by selecting Save as from the Manage view dropdown.

  • By default, vendors designated as Inactive don't appear in the Vendor list. To view these vendors, select Include inactive at the top of the Vendors list page.

    The most common reason that you do not see this feature is that you're using a custom view.

    When you select a custom view, some options are hidden. Depending on the page you're on, the Include inactive, Include one-time use, Include private, and Display hierarchy options are not visible. For example, if you're viewing from a custom view, the Financial Reports list will not provide the Include inactive option.

    To see the options again, switch back to View All. See Custom views for more information.