V9 - Vendor field descriptions
Custom fields may appear on vendor edit pages, depending on how each field has been defined. If present, a section containing custom fields is below the standard SOS data fields.
Account number. The account number assigned by a vendor to your business.
Address. A block of fields used for a vendor’s address. It includes up to five lines for the street address, post office box, attention line, etc., along with City, State/Province, Postal code, and Country fields.
Alt phone. An alternate phone number used to contact a vendor.
Company. The company name of the vendor. If the Name and Company data are the same, leave the Company field blank. If the company name has a designator (for example, “Inc.,” “Ltd.,” or “LLC”) as well as a trade name (“doing business as” or “DBA”), enter the designator in the Name field and the trade name in the Company field.
Contact. A block of fields that include Title, First name, Middle name, Last name, and Suffix. If the Name and Contact field data are the same, leave the Contact fields blank to prevent duplicate name information from appearing on PDFs of vendor-facing transactions.
Currency. The currency used in transactions with the vendor. This field is visible only if the Multicurrency setting (Tools & settings > Configuration > Company > Accounting) has been enabled. Before the vendor definition syncs to QuickBooks, you can edit the Currency field. But once the definition has synced to QuickBooks Online, the currency will be grayed out and cannot be changed. In this case, you must create a new vendor profile with the correct currency in the vendor definition.
Email. The vendor’s email address.
Fax. The vendor’s fax number.
Mobile phone. The vendor’s mobile phone number.
Name. The name of the vendor. If the Name and Contact field data are the same, complete the Name field and leave the Contact blank. This will prevent duplicate name information from appearing on PDFs of vendor-facing transactions. For the same reason, if the Name and Company data are the same, enter the company name in the Name field and leave the Company field blank. If the company name has a designator ( for example, "Inc.," "Ltd.," or "LLC") as well as a trade name ("doing business as" or "DBA"), enter the designator in the Name field and the trade name in the Company field. If the data for the Name, Contact, and/or Company are different, complete each field accordingly.
Notes. Notes about the vendor. They will appear as internal notes on transactions. If a note is updated on a transaction, it will also update the Notes field in the vendor definition. The notes do not appear on a copy of a transaction that a vendor receives, as long as the Notes field is not added to the form template for those transactions. Sensitive and private information should not be stored as a vendor note. QuickBooks Online does not support the syncing of vendor notes.
Phone. The primary phone number for the vendor.
Show on forms. Controls whether the vendor appears in the vendor Name dropdown list on purchasing forms. If the box is checked for a vendor, the vendor will be included in the vendor Name dropdown. Whenever the vendor is selected from the dropdown, the system will automatically populate the transaction with the vendor name, default address and contact information, and notes. This field is checked by default. If the Show on forms box is unchecked, the vendor will not be listed in the dropdown.
Terms. Established terms of payment to a vendor.
Website. The URL address of the vendor’s website.