Edit a vendor

With the right permission, you can edit a vendor information record so that the changed information is applied to all new vendor transactions. If vendor approval is enabled for your organization, you might have some restrictions on when you can edit the vendor record, based on the payment request workflow.

Editing vendors without vendor approval

If your organization is not configured for vendor approvals, you can edit a vendor record at any time. Vendor transactions can be posted, edited, and selected for payment as usual.

Editing vendors when vendor approval is enabled

When vendor approval is enabled, you can edit a vendor as long as the vendor does not have any payment requests that are active in the workflow.

This means that to edit a vendor with active payment requests, you first need to do one of the following: 

  • Complete the payment process.
  • Cancel payment requests to return the bills to an unselected state.
On the View payment requests page, you can see all payment requests that are not yet complete. Filter for the vendor you want to edit to find the payment requests that need to be resolved. Payment requests with a payment status of Draft are payments that were added to the Outbox.

After you submit an edited vendor record for approval, your changes must be approved before you can do the following: 

  • Post new transactions for the vendor in Accounts Payable and Purchasing.

  • Edit vendor transactions.

  • Select vendor transactions for payment.

Change vendor information

Subscription Accounts Payable
Regional availability

All regions
User type Business
Permissions Vendors: List, View, Edit

  1. Go to Accounts Payable > All > Vendors.

  2. Find the vendor that you want to update.

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

  3. Select More actions > 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. Make your changes.

    See Field descriptions: Vendor information page for about each field in the vendor record.

    When you create a transaction, Sage Intacct associates the current, approved vendor contact details with the transaction. Contact details on posted transactions are not updated automatically. You can refresh the information as long as the vendor is in an approved state.

    For example, say you create a bill for a vendor. At the time you create the bill, Sage Intacct fills in the Pay to details with information from the current, approved vendor record. If, after posting the bill, you edit the vendor record, the information on the bill does not change.

    To update contact information on the bill, you need to edit the bill and refresh the contact, which then pulls the latest information from the vendor record. If the vendor record is not in an Approved state, you need to wait until the vendor is approved before you can edit the bill.

  5. Select Save or Submit when you're done.

    Submit appears in place of Save when your organization is configured for vendor approval.

  1. Go to Accounts Payable > All > Vendors.

  2. Find the vendor that you want to update.

    If you're having trouble finding the vendor, filter the list by vendor name. To view items with a Status of Inactive, select Include inactive.

    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.

  3. Select Edit next to the Vendor ID.

  4. Make your changes.

    See Field descriptions: Vendor information page for about each field in the vendor record.

    When you create a transaction, Sage Intacct associates the current, approved vendor contact details with the transaction. Contact details on posted transactions are not updated automatically. You can refresh the information as long as the vendor is in an approved state.

    For example, say you create a bill for a vendor. At the time you create the bill, Sage Intacct fills in the Pay to details with information from the current, approved vendor record. If, after posting the bill, you edit the vendor record, the information on the bill does not change.

    To update contact information on the bill, you need to edit the bill and refresh the contact, which then pulls the latest information from the vendor record. If the vendor record is not in an Approved state, you need to wait until the vendor is approved before you can edit the bill.

  5. Select Save or Submit when you're done.

    Submit appears in place of Save when your organization is configured for vendor approval.

If you submitted the vendor for approval and your Email notifications preferences are configured for approved vendor confirmations, you receive an email when the vendor is approved or declined.