How to Add Vendor

Last reviewed: June 9, 2026

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Use this workflow to create a new active vendor record.

When to use this workflow

Use this workflow before creating Purchase Orders, vendor invoices, or vendor payments for a vendor that does not already exist in PAX.

Confirm:

Vendor code naming convention.
Vendor legal or operating name.
Main address.
Payment terms.
Currency.
Default GL account if non-inventory purchasing should default to a specific account.
Whether the vendor is paid by credit card.
Whether the vendor is 1099 reportable.
Our account number with the vendor, if applicable.

Go to Dashboard > Purchasing > Vendors.
Select Add New Vendor.
Enter Vendor Code.
Enter Vendor Name.
Enter email, phone, account number, and website if available.
Enter the main address.
Enter Pay To address details if payments should use a different address.
Select currency, payment terms, default GL account, shipping method, and FOB when applicable.
Select Accept Credit Card Payments if this vendor is paid by credit card through PAX payment workflows.
Select 1099 Vendor when the vendor should be marked reportable.
Enter notes if needed.
Select Create Vendor.

The Add New Vendor form requires:

The form defaults country to USA and currency to USD.

Field	How PAX uses it later
`Currency`	Defaults onto new Purchase Orders.
`Payment Terms`	Defaults onto new Purchase Orders and payables workflows.
`Default GL Account`	Can default non-inventory PO lines.
`Shipping Method`	Defaults onto new Purchase Orders as Ship Via.
`FOB`	Defaults onto new Purchase Orders.
`Accept Credit Card Payments`	Marks the vendor for credit-card-oriented payment behavior in vendor payment workflows.
`1099 Vendor`	Marks the vendor for 1099 reporting.
`Account Number`	Stores how the vendor identifies the company in the vendor's system.

PAX creates a vendor record with is_active set to true.

Phone and fax values are normalized by the server when saved.

Creating a vendor does not create a Purchase Order, vendor invoice, vendor payment, vendor credit, or accounting entry.

Vendor Code is required

Likely cause: Vendor Code is blank.

Safe fix: Enter the approved vendor code and try again.

Contact support if: The code is entered but PAX still blocks creation.

Vendor Name is required

Likely cause: Vendor Name is blank.

Safe fix: Enter the vendor company name.

Contact support if: The vendor name is entered but PAX still blocks creation.

Address Line 1 or City is required

Likely cause: The main address is missing required address information.

Safe fix: Enter the main address line and city.

Contact support if: The vendor has an unusual address format that cannot be saved.

Failed to create vendor

Likely cause: A server validation or database rule blocked the save.

Safe fix: Check for duplicate vendor code, invalid account selection, or missing required data.

Contact support if: The data appears valid but the vendor cannot be created.