Vendor Profile Tabs and the Vendor Ledger

How It Works

The vendor list has All and Archived tabs. Under each name is a Company or Individual chip, and synced vendors show a green check. The vendor header shows the Synced to ERP chip and the vendor's currency.

A vendor can be a company or an individual, such as an employee being reimbursed. Settings on the record apply to that vendor only, for example its matching mode and tolerances.

What Each Tab Holds

• Profile: Identity (Vendor Name, Vendor ID, Legal Name, Website, Matching Mode), Tolerances for receiving, price and quantity, and the Vendor address.
• Contacts: The vendor's contacts, with name, email, phone, role and address.
• Payment methods: Bank details the vendor is paid to, each with a status chip such as Active or Awaiting approval.
• Credit: The vendor's credit notes. A vendor without credits shows No credit yet.
• Documents: Tax documents, Bank documents, Legal documents, Insurance documents and Compliance documents, each in its own section with a + icon to add a file.
• Ledger: Balance tiles and the vendor's activity (see below).
• Extraction rules: Instructions for reading this vendor's invoices and statements.
• Aliases: Other names the vendor appears under.

Review a Vendor

1. Open Vendors and select the vendor.

2. Check the Profile tab. Matching Mode shows, for example, 3-Way Matching with the documents it uses. Under Tolerances, the chip Using org default means the organization setting applies, and "Whichever is greater applies per line."

3. Open Documents to check that tax, bank, insurance and compliance documents are on file. Click the + icon on a section to add one.

4. To see who changed the record and when, click the clock icon at the top right of the vendor header. The vendor's change history opens, for example "created this vendor", "added an address" and "added a contact".

Read the Vendor Ledger

1. Open the Ledger tab. Under Account balance, read the three tiles.

2. Scroll to Activity. Each row shows the reference with its type and status, the date, any linked statement and the signed amount. Use Search reference, All types, All statuses and Newest first to narrow the list.

• Our books: Open on our ledger.
• In transit: Paid, not yet seen by vendor.
• Vendor should show: Expected statement balance.

Tips

• Compare Vendor should show with the closing balance on the vendor's next statement. A gap usually means a payment in transit or a missing invoice.
• Act on the banner "ERP vendors not yet mapped in Finofo" above the vendor list. Review opens Settings > Integrations > ERP Vendors, where each ERP vendor can be matched to a Finofo vendor.
• Set stricter tolerances only on vendors where small differences matter; everyone else can use the organization default.

Frequently Asked Questions

Why does the vendor say we owe more than Our books shows?

Check In transit first: a payment may have left but not yet reached the vendor. Then reconcile the vendor's statement in Statements to find missing invoices or credits.

What does Using org default mean on a tolerance?

The vendor has no tolerance of its own, so the organization setting in Settings > Receiving applies.

Where is the vendor's change history?

Click the clock icon at the top right of the vendor header.

Can an employee be a vendor?

Yes. Choose Individual when adding the vendor. Employees reimbursed through Finofo are paid as individual vendor records.