See everything about a vendor

Ledger › Expenses › Vendors lists everyone you buy from. Vendors appear here on their own as bills arrive, so the list fills itself in.

Each row shows the bill count, spend so far this year, anything still unpaid, a small twelve month spend shape, and the date of the last bill. The strip above the list totals the rows you are currently looking at, so filtering to what you owe gives you that total straight away.

Finding a vendor

Sort by any column heading. Click it once to sort, click it again to reverse. The list opens on the most recent bill first, so the suppliers you are actively buying from sit at the top and dormant ones sink.

Search matches the vendor name and its email domain. The segmented control narrows the list three ways:

• All: every vendor in the book.
• Owing: only vendors with an open balance. This is the "who am I behind with" view.
• Inactive: vendors you have switched off.

Opening a vendor

Click a row to expand it. Everything about that vendor is in the panel:

• Spend: total, the last twelve months, this year to date, and the open balance, with how long you have been buying from them and the average bill.
• Last 12 months: the month by month shape of what you spend with them.
• What you owe: the open bills, how overdue each one is, and the aging bands. This matches the AP Aging report exactly, because it is read from it.
• Where it lands: which accounts their spend is coded to, biggest first. If one vendor is split across several accounts, TALISK_HQ says so. That is correct when you genuinely buy different things from them, and worth a look when you do not.
• Sales tax charged: the GST, HST, PST and QST on their bills.
• Recent bills and receipts: the latest documents, with a link to all of them.
• What TALISK_HQ knows: the name they bill under, their domain, the names they use on your statement, and any defaults a vendor rule sets.

Why "unpaid" can be more than the aging

The open balance counts every bill with money still owing. Aging deliberately leaves out a bill you already paid on a card whose bank line has not imported yet, because it is not actually overdue. When that happens the panel lists those bills under Not in aging with the reason, so the two numbers never look like they disagree.

Editing and merging

Choose Edit vendor inside the panel to rename a vendor, add notes, teach it the names it uses on your bank statement, or switch it off. Statement names are what let TALISK_HQ recognise a charge as belonging to that supplier, so they are worth filling in for anything that bills under one name and charges under another.

The same panel merges duplicates. If the same supplier ended up as two vendors, open the one you want to keep, tick the others, and merge. Their bills, rules, statement names and name variants move across and the duplicates are removed. Merging cannot be undone, and it needs full bookkeeping access.

What the numbers are not

Spend here is a running total of the documents you have captured, converted to your home currency. It is not a general ledger balance and it carries no tie-out. For a figure you report or file, use the reports: the profit and loss for spend by account, and the sales tax report for what you can claim.