Edit a supplier

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

Editing suppliers without supplier approval

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

Editing suppliers when supplier approval is enabled

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

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

  • Complete the payment process.
  • Cancel payment requests to return the AP supplier invoices to an unselected state.
On the View payment requests page, you can see all payment requests that are not yet complete. Filter for the supplier 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 supplier record for approval, your changes must be approved before you can do the following: 

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

  • Edit supplier transactions.

  • Select supplier transactions for payment.

Change supplier information

Subscription Accounts Payable
Regional availability

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

  1. Go to Accounts Payable > All > Suppliers.

  2. Find the supplier that you want to update.

    If you're having trouble finding the supplier, filter the list by supplier 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 supplier, you need the following:

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

      For example, if the supplier 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 supplier record.

    • Access to entities where the supplier is restricted.

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

    • Permission to edit suppliers.

  4. Make your changes.

    See Field descriptions: Supplier information page for about each field in the supplier record.

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

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

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

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

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

  1. Go to Accounts Payable > All > Suppliers.

  2. Find the supplier that you want to update.

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

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

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

      For example, if the supplier 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 supplier record.

    • Access to entities where the supplier is restricted.

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

    • Permission to edit suppliers.

  3. Select Edit next to the Supplier ID.

  4. Make your changes.

    See Field descriptions: Supplier information page for about each field in the supplier record.

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

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

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

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

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

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