The vendor card in Microsoft Dynamics 365 Business Central holds the information your purchase department needs to work with a supplier. This article walks through the most relevant fields on the vendor card and explains what each one controls.
You can create the vendor number automatically from a number series or enter it manually. The address fields let you specify city, postcode, and country/region. If a postcode does not exist in the post code table, you can type it in manually.
The currency code field should stay blank when you pay the vendor in your local currency. Only enter a currency code when you pay in a foreign currency.
The payment terms code sets the payment due date, and the payment method code defines how you pay the vendor, for example by bank account, cash, or check.
General and vendor information fields
At the top of the vendor card you have the vendor number and the vendor name. The vendor number can be assigned by a number series, or you can create it manually if you prefer to control the numbering yourself.
Under the address section you enter the address, an additional address line, city, and postcode. You can look up the postcode in the post code table, but you are not limited to existing entries. If the code does not exist there, you can simply type whatever you need. The same applies to the country/region code.
The language code tells the system which language you use for correspondence with the vendor. This controls the language on documents you send to the vendor.
Invoicing fields and posting groups
The invoicing section contains three posting groups: the general business posting group, the VAT business posting group, and the vendor posting group. These control how transactions with the vendor are posted to the general ledger. The full details of how posting groups work are covered separately.
The currency code field is where you enter the currency you use to pay the vendor. If you pay your vendors in your local currency, leave this field blank. You only fill it in when you pay in a foreign currency.
Payment terms and payment method
The payment terms code determines the payment due date. In this example it is set to current month, meaning the payment falls due at the end of the current month.
The payment method code defines how you pay the vendor. This could be by bank account, cash, check, or another method depending on your agreement with the supplier.
Receiving fields for goods and delivery
The receiving section covers where and how you receive goods from the vendor. The location code lets you specify which location receives the goods, which is useful if you work with several locations.
The shipment method code defines the delivery conditions between the vendor and your company, such as who is responsible for transport and at what point the goods change hands.
Q&A
When should you leave the currency code field blank on the vendor card?
Leave the currency code field blank when you pay the vendor in your local currency. Only enter a currency code when you pay the vendor in a foreign currency.
Can you create a vendor number manually in Business Central?
Yes. You can let a number series assign the vendor number automatically, or you can create it manually if you want to control the numbering yourself.
What does the payment terms code control on the vendor card?
The payment terms code controls the payment due date. For example, setting it to current month means the payment falls due at the end of the current month.
What does the language code on the vendor card do?
The language code sets the language you use for correspondence with the vendor, which controls the language on the documents you send to them.
What can you enter in the postcode field if the code is not in the post code table?
You can type the postcode manually. You are not limited to existing entries in the post code table, and the same applies to the country/region code.
Which posting groups are on the vendor card?
The vendor card includes the general business posting group, the VAT business posting group, and the vendor posting group. These control how transactions with the vendor are posted.