Set up and view one-time use vendors

When you create or select a vendor that you’ll use only once or rarely, you can flag that vendor so they do not appear on the vendor list unless you filter for them.

You can always edit a one-time vendor and remove the flag so that the vendor displays on the vendor list the same as any other vendor.

One-time use vendors are included in subledger reports such as the AP aging report and 1099 report when you set the report filters to include them. These vendors are not included in Financial reports or General Ledger standard reports.

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 up a one-time use vendor

Subscription Accounts Payable
Regional availability

All regions

User type Business
Permissions

Vendors: Add, Edit

  1. Go to Accounts Payable > All > Vendors.

  2. Do one of the following:
    1. To add a new vendor, select Create.
    2. To edit a existing vendor, select More actions > Edit at the end of the row.
  3. On the Vendor tab, select One-time use.
  4. Update any additional information as needed.

  5. Select Save.

  1. Go to Accounts Payable > All > Vendors.

  2. Do one of the following:
    • To create a new vendor, select Add (circle) next to Vendors.
    • To edit a existing vendor, select Vendors then select Edit next to the vendor you want to edit.
  3. At the top of the Vendor tab, select One-time use.
  4. Update any additional information as needed.

  5. Select Save.

View one-time use vendors

Subscription Accounts Payable
Regional availability

All regions

User type Business
Permissions

Vendors: List, View

  1. Go to Accounts Payable > All > Vendors.

  2. 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.

    When you remove the filter, all vendors appear in the list, whether they are set to one-time use or not. To view only one-time use vendors, select True instead of clearing the filter.

  3. Optional: Save your filter as a view by selecting Save as from the Manage view dropdown.

  1. Go to Accounts Payable > All > Vendors.

  2. Select the All standard view from the dropdown list of views, if it is not already selected.

    The checkbox to include one-time vendors is available in standard views only, such as the All and Recently modified views.

  3. On the Vendors list, select Include one-time use.

    The list refreshes to include one-time use vendors.

    To view one-time vendors only, Add a custom view to display list items that filters for One-time useequals true.