Vendor Registration

Vendor registration onboards a produce supplier: who they are, what they supply, how they are paid and what commission applies.

Overview

A vendor record is created once and referenced from then on. Because transactions copy their defaults from it, a change here changes the behaviour of every future document — but never a document already posted.

Prerequisites

Before you begin

• The vendor has provided a trade licence and bank details
• The commission structure has been agreed in writing
• The produce categories the vendor supplies are defined in the catalogue

Opening the screen

Navigate to

1. Vendors
2. Registration

Click to enlarge

The Vendor screen in SuperMandi.

Creating a vendor

Open the Vendor list

The list shows every vendor record you have access to, newest first. Use the search box to check whether the record already exists before creating a duplicate.

Start a new record

Click New. Vendor opens with the code field already filled from the numbering series.

Complete the required fields

Fill every field marked with a red asterisk. The Save button stays disabled until all of them are valid.

Save the record

Click Save. The record becomes available to transactions immediately — there is no separate approval step.

Expected result

The record is saved, a code is allocated, and the vendor immediately appears in transaction lookups.

Field reference

Vendor fields

Field	Type	Required	Default	Description	Notes
Vendor Code	Auto	Read-only	—	Allocated on save.
Vendor Name	Text	Yes	—	Trading name, printed on purchase documents and settlements.
Licence No.	Text	Yes	—	Mandi trade licence number.	Validated against the licence register where configured.
Licence Expiry	Date	Yes	—	Purchases are blocked after this date.	A warning appears 30 days before expiry.
Categories	Multi-select	Yes	—	Produce categories this vendor is approved to supply.
Commission %	Percent	Yes	—	Deducted from the vendor settlement.
Bank Account	Bank	Yes	—	Account settlements are paid into.	Name must match the vendor name.
Supply Window	Grid	No	—	Days and times this vendor delivers to the gate.
Status	Dropdown	No	Active	Inactive vendors cannot be selected on purchases.

Vendor fields

Important notes

Warning

Purchases are blocked once the trade licence expires. The licence expiry report lists vendors coming due — chase renewals before the date, not after, or produce will be turned away at the gate.

Important

The bank account name must match the vendor name. A mismatch is the most common reason a settlement payment is returned by the bank, and it takes days to unpick.

Common problems

The Save button is disabled

A required field is empty or invalid. Fields in error are outlined in red with the reason underneath — scroll up, the first error is usually in the header.

You do not have permission to perform this action

Your role is missing the relevant permission for this screen. Ask an administrator to check it against Roles & Permissions.

Frequently asked questions

QCan I delete a vendor record?

Not once it has been used on a transaction — deleting it would break the audit trail and every document that refers to it. Set Status to Inactive instead, which hides it from new transactions while keeping history intact.

QWhy does a vendor not appear in the lookup?

Lookups list active records only. Open the record and check that Status is Active, and that its group is one your role is allowed to use.

QCan two records share a name?

No. Names must be unique so that reports and lookups are unambiguous. Add a distinguishing suffix, such as a city or branch, if you genuinely have two similar records.

Related documentation

• Vendor Profile
• Vendor Ledger
• Purchase Receipt