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How to Add a Vendor to QuickBooks 2011's Vendor List

QuickBooks 2011's Vendor List keeps tabs on your vendors, holding important and useful information like a vendor's address, the contact person, phone numbers, and so on. If you often have to buy supplies from outside vendors, letting QuickBooks hold their information can save you time and hassle.

To add a vendor to your Vendor List, follow these steps:

  1. Choose Vendors→Vendor Center.

    QuickBooks displays the Vendor Center window.

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  2. Click the New Vendor button.

    QuickBooks displays the New Vendor window.

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  3. Give the vendor a name in the Vendor Name box.

    You use this name to refer to the vendor within QuickBooks. For this reason, an abbreviation is fine. You just want something easy to enter and easy to remember.

  4. Fill in as much of the vendor's basic information as you need:

    • If you pay your vendor in a currency different than your usual home currency, select that currency from the Currency drop-down list box.

    • Usually, you should ignore the Opening Balance and As Of fields. You'll enter this information in a journal entry later.

      Although the usual rule is that you don't want to set an opening balance for a vendor, this rule has an important exception. You record your accounts payable balance on the conversion date by setting an opening balance for each vendor as of the conversion date. The sum of these opening balances is what QuickBooks uses to determine your total accounts payable on the conversion date.

    • Supply the vendor address information.

  5. Click the Additional Info tab and supply any additional information necessary.

    If you click the Additional Info tab, QuickBooks displays a handful of other boxes that you can use to collect and store optional information. Of these boxes, perhaps the most important is the tax ID number. You'll need this number later if you have to send the vendor a 1099 form to report payments to him.

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    A good guideline if you're paying a vendor for the first time is to get his tax ID number. If somebody won't give you his tax ID number, it's probably a sign of something amiss.

If you click the Account Prefill tab (the third tab available on the New Vendor dialog box), QuickBooks displays boxes you can use to list the accounts that you want QuickBooks to automatically fill in for you when you record a check to some vendor or when you record a bill from some vendor. For example, if the check to the landlord always pays rent expense and utilities expense, you could tell QuickBooks to "prefill" using these two accounts every time you indicate you're writing a check to or recording a bill from the landlord.

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