How do we create vendor and to store key details of vendors? Vendor Master – User Manual

How do we create vendor and to store key details of vendors? Vendor Master – User Manual

📘 Vendor Master – User Manual
Version: V.1.0.32
Prepared by: Ramya R
Date: 07 July 2025


Table of Contents

  1. Introduction

  2. System Requirements

  3. Logging In

  4. Main Features and Functions
      4.1 Creating New Vendor Entries
      4.2 Attachment Details
      4.3 Notes
      4.4 Vendor Summary and Financials

  5. Troubleshooting Common Issues

  6. Frequently Asked Questions (FAQs)

  7. Support Information


1. Introduction

The Vendor Master module allows users to create, manage, and maintain comprehensive vendor records. These records include address information, contact details, tax identification numbers, business role flags, and attachments. This centralized system ensures consistency across purchasing, logistics, accounting, and compliance operations.


2. System Requirements

Browser Compatibility:

  • Google Chrome version 90 or higher

  • Mozilla Firefox version 85 or higher

User Access Roles:

  • Administrator

  • Purchase User

  • Accounts User


3. Logging In

To access the Vendor Master module:

  1. Open your web browser and go to the application login page.

  2. Enter your assigned username and password.

  3. From the main dashboard, navigate to the Vendor Master section.



4. Main Features and Functions

4.1 Creating New Vendor Entries

To create a new vendor record:

  1. Click on the “New” button.

  2. Enter the following mandatory information:

    • Vendor Code: A unique code for identifying the vendor.

    • Vendor Name: The full legal or registered name of the vendor.

    • Address: Full physical address of the vendor.

    • Country, State, City, Pincode: Complete geographical location.

    • Telephone Number: Landline or contact number.

    • Fax Number: If applicable.

    • Tax/GST Number: Based on vendor’s regional tax registration.

    • Email ID: Valid business email for correspondence.

    • Status: Select Active to make the vendor available in the system.


  3. Select one or more applicable Business Roles by checking the relevant boxes:

    • Carrier

    • Transporter

    • Leasing Partner

    • Container Surveyor

    • Slot Operator

    • Warehouse

  4. Once all the fields are completed, click Submit to save the vendor record.

Editing Vendor Information:
To make changes to a vendor profile, click on the Edit icon next to the vendor’s name. Modify the required fields and click Save.



4.2 Attachment Details

To manage supporting documents for a vendor:

  1. Go to the Attachment Details tab.

  2. Click Add to specify the attachment name.

  3. Use the Upload option to attach files.
    Typical documents include:

    • Vendor registration certificates

    • Partnership or leasing agreements

    • GST or tax documents

    • Compliance certificates

Files can be added, replaced, or removed as necessary.



4.3 Notes

To add internal remarks or instructions:

  1. Navigate to the Notes tab.

  2. Select the “Intended For” category to indicate the department or user group (e.g., Accounts, Purchase).

  3. Type your message or instruction in the note field.

  4. Use the buttons provided:

    • Add: To create a new note

    • Update: To modify an existing note

    • Delete: To remove a note

Notes are internal and used to ensure clear communication between departments.



4.4 Vendor Summary and Financials

This section provides categorized views of all vendor records maintained in the system:

  • All – Displays all the vendors created in the system.

  • Active – Shows only vendors that are currently active and available for transactions.

  • Blacklisted – Includes vendors that have been deactivated or deleted and are no longer in use.

Once a vendor record is created, the system will automatically generate a corresponding Vendor Financial Condition profile.

Alternatively, users can manually create a financial condition for the vendor by clicking the “Create Fin Condition” button.



5. Troubleshooting Common Issues

ProblemRecommended Solution
Duplicate Vendor Code           Use a unique vendor code not used elsewhere in the system.
Tax/GST Number Format Error           Verify the format and ensure the correct country and state are selected.
Unable to Save Vendor Record           Ensure all mandatory fields are correctly filled in and status is set.
Business Role Not Saving           Confirm that at least one business role has been selected.

6. Frequently Asked Questions (FAQs)

Q: Can I assign multiple business roles to a vendor?
A: Yes. You can select multiple business roles (e.g., Transporter and Carrier) based on the vendor's functions.

Q: Can vendor documents be uploaded after record creation?
A: Yes. You can go to the Attachment Details tab anytime to add, update, or remove documents.

Q: How can I deactivate a vendor?
A: Open the vendor’s profile, change the Status field to Inactive, and click Save.

Q: Is bulk upload supported?
A: Yes. Use the Bulk Upload feature available in the Vendor Master module. Ensure the data matches the template provided.


7. Support Information

For any queries, technical issues, or assistance with the Vendor Master module, please contact the Helpdesk:

Email: helpdesk@aggrandizeventure.zohodesk.in

    • Related Articles

    • Company Master User Manual

      Company Master User Manual Version: V.1.0.28 Prepared by: Issac Date: April 28, 2025 Table of Contents Introduction System Requirements Logging In Main Features and Functions 4.1 Setting Up Company Master Data 4.2 Managing Company Information 4.3 ...
    • Transport Tariff Master – User Manual

      ? Transport Tariff Master – User Manual Version: V.1.0.27.1 Prepared by: Ramya R Date: 12/04/2025 ? Table of Contents Introduction System Requirements Logging In Main Features and Functions  4.1 Create a New Transport Tariff Entry  4.2 View, Edit, ...
    • Transport Rental Details User Manual

      Transport Rental Details User Manual Version: V.0.25.2 Prepared by: Issac Date: 20.03.2025 Table of Contents Introduction System Requirements Logging In Main Features and Functions 4.1 Viewing Transport Rental Details Troubleshooting Common Issues ...
    • Store Purchase Quotation – User Manual

      Store Purchase Quotation – User Manual Version: v.1.0.30 Prepared by: Issac Date: 03/06/2025 Table of Contents Introduction System Requirements Logging In Main Features and Functions 4.1 Creating a New Quotation 4.2 Filling Quotation Details 4.3 ...
    • How to create transport tariff master entries in Zealit 2.0

      Transport Tariff Master User Manual Version: V.0.25.2 Prepared by: Issac Date: 20.03.2025 Table of Contents Introduction System Requirements Logging In Main Features and Functions o 4.1 Setting Up Transport Tariff Master Data o 4.2 Managing Transport ...