Configure Vendors and Clients in Compleat Expenses

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Additional fields can be enabled on claim items in the form of Vendors and Clients. The data collected from these can then be reported on.
 

Vendors

When Vendors are enabled, a new menu item called Vendor appears in the Administration menu. This enables you to create a further list of information that is brought into a claim item, which can then be reported on.

The vendor label can also be renamed. Once you have created your list of Vendors, you have the option of adding Sub Vendors to make reporting more granular.

Clients

Clients work in just the same way as Vendors when activated, the main difference here is that Clients can work with Project Approving Enabled when this is set to Client or Client and Cost Centre.

Enabling Vendors and Clients
 

To enable Vendors and Clients:

1. Go to Administration.
2. Click Company Profile.
3. Go to Features.
4. Set both Vendor Enabled and Client Enabled (or one of the two depending on preference) to Yes.
5. Click Save.

Once enabled, fields labelled Default Vendor and Default Client will appear. If a Vendor/Client is chosen from the dropdown menu, then this will appear as the default selected Vendor/Client on all line items. Before a default Vendor/Client can be selected, the Vendors and Clients must first be created. Creating Vendors and Clients will be explained further on in this guide.

If these settings are instead left as Please Select, then the claimant will need to select a Vendor/Client on the line item themselves before they can save it.

Customising Labels

Both Vendor and Client are customisable labels within Compleat Expenses. To customise these labels, go to Customisation, then select either Vendor or Client. In this instance we’ve chosen Vendor.

From here, enter the new label for Vendor into the adjacent Display Name field. A label can also be assigned to Sub Vendor by typing into the corresponding Display Name field.

Once the new labels have been entered, click Save. All Vendor and Sub Vendor labels on the system will now be updated.

Creating Vendors and Clients

Now that our Vendors and Clients have been enabled and labelled accordingly, it’s time to create them.

1. Click Administration.
   In the image below, you’ll notice that Vendor is now showing as Department due to the relabelling.
2. Click your system label for Vendor.
3. To create a new Vendor, click + Add.
4. Enter a Code and Name for the Vendor into the respective fields, and ensure the toggle for Active is set to Yes.
5. Click Save.
6. To add a Sub Vendor, click the Name of the newly created Vendor.
7. Click + Add, then enter a Code and Name for the Sub Vendor. 
   Ensure the Active toggle is set to Yes, and then click Save on that row.
8. Repeat step 7 until all Sub Vendors have been added, then click Save in the top right corner.
9. Repeat steps 3-5 until all Vendors have been created.
10. To create Clients and Sub Clients, from the Administration menu click Clients.
    Then, repeat the above steps 3-9.
11. Your newly created Vendors, Sub Vendors, Clients and Sub Clients will now be available for selection on all line items.

Managing Vendors and Clients on Categories

By default, once Vendors and Clients are enabled they will be mandatory fields on every line item, and the claimant won’t be able to save the item until they have chosen one.

However, Vendors and Clients can be hidden on specific categories.

To Hide a Vendor/Client on a Category, follow these steps:

1. Go to Administration.
2. Click Category.
3. Select the relevant category Name.
4. Towards the bottom of the screen, you will see options to Hide Client and Hide Department. 
   To hide the Vendor/Client on this category, set the No toggle to Yes.
5. Click Save.

Reporting on Vendors and Clients

Once claims containing Vendors and Clients have been created, the data for these can be viewed through our reporting suite.

Dedicated pre-built reports for Vendors and Clients can be found by clicking onto Reports.

All created Vendors, Sub Vendors, Clients and Sub Clients are also available as columns within our Custom Report feature.