Keep your vendors' details current so new bills pick up the right GSTIN, PAN and TDS settings. Each vendor also has a page that lists the purchase invoices recorded against them.
Edit a vendor
- Go to Purchases → Vendors.
- Find the vendor, open the actions menu at the end of their row and choose Edit.
- Change the details you need.
- To see the address and active status, click Add More Details.
- Click Save Changes.
The fields
- Type of vendor — Indian or International. International vendors have no GSTIN or PAN fields.
- Vendor GSTIN — optional for unregistered vendors. When you give one, it must be in the 15-character GSTIN format (for example 27AAPFU0939F1ZV) and not used by another vendor.
- Vendor Name — required.
- Vendor PAN — 10 characters, for example ABCDE1234F. TDS uses it to decide the rate.
- Vendor Primary Phone and Vendor Email Address.
- Is Active?, Upload Vendor Logo, Address Line 1, Address Line 2, Country, State, City and Postal Code — under Add More Details.
When you type a valid GSTIN, SmartLedger looks it up and fills in the registered legal name, address, city, state, postal code and PAN. Check the name afterwards if you use a trade name. If the lookup is unavailable, you'll see a notice and can enter the details yourself.
The vendor record holds contact, GST, PAN and TDS details only. It has no fields for bank details, MSME registration or an opening balance.
TDS details
If Income TDS is enabled for your company, a TDS Details section appears at the end of the form:
- Residential Status — Resident or Non-Resident.
- Entity Type — such as Individual, HUF, Company, Firm or AOP/BOI.
- Default TDS Section — filled in for you when you apply TDS at invoice level on this vendor's bills.
- TDS Exempt — turn on for a vendor you never deduct TDS from.
The vendor page
Click a vendor's name in the list, or choose Preview from the actions menu, to open their page. It shows:
- The vendor's GSTIN and phone (Ph), which you can click to copy. Click the icon next to the name to see the full contact details and address.
- Three tiles: Invoices (the number of bills), Invoices(Amount) and Invoices (GST).
- All Invoices — the vendor's purchase invoices with Bill Number, Payment Date, Issued Date, Total Amount, Total GST, Payment Ref Number and Place of Supply. Search by bill number or payment reference.
Tips
- The vendor page has no edit button. Edit from the actions menu in Purchases → Vendors.
- To stop using a vendor without deleting them, choose Set as Inactive from the actions menu.
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