About Vendor Accounts

Before you can enter payable invoices for the goods and services that you buy, you must set up each vendorClosed Person or company that sells goods or services to your organization. as an accountClosed In this context, accounts are organizations or people that you conduct business with, such as customers or vendors. Account is a standard Salesforce object. Certinia accounts can be any Account Record Type..

Accounts are part of the underlying Salesforce platform. If you are an existing Salesforce user, you may have some accounts set up. You can use accounts of any record type with Accounting.

Each vendor account must have a default expense account and an appropriate accounts payable (AP) control account assigned to it. When the vendor account is specified on a document, these GLAs are used to create the appropriate postings to the general ledgerClosed Central repository for all your business transactions. Each transaction is posted to a general ledger account.. To save time, and to avoid potential errors, you may want to set default control accounts to use on accounts. See Account and Account Type Settings for more information.

You can select a local GLA in the Accounts Payable Control field, but you can only select one as this field has a one-to-one relationship. This means that you can link an account to only one company. If you have one provider that supplies more than one company, that provider requires an account for each company it supplies. This is because each company requires its own local GLAs. See example in the table below.

One Provider Supplying Numerous Companies
Account Company

Accounts Payable Control

Provider 1 (FR)

My company in France

French local GLA

Provider 1 (DE)

My company in Germany

German local GLA

Provider 1 (ES)

My company in Spain

Spanish local GLA


If you switch to a local accounts payable control account in the middle of a fiscal year, you must generate the balances for both corporate and local accounts to obtain the complete data.

You must also specify at least one complete set of credit termsClosed Set of terms used to determine due dates and discounts for the goods and services bought or sold. Terms can be set at account level for vendors and/or company level for customers. for the vendor.

See "What is an Account?" and related topics for more information.

The sequence of tasks is as follows:

  1. Customize the page layout of your Account pages to include selected sections, custom fields and related lists. See "Customizing Page Layouts" in Administrator Setup (First Install) for more information.
  2. Create or edit your vendor account details.
  3. Click Save to save your unvalidated vendor account.
  4. Click Validate Vendor on the account detail page.
  5. Click Back to Account and, if necessary, correct any reported errors.
  6. [Optional] Repeat the validation until you get a success message.
  7. [Optional] Click Validate Billing Address and Validate Shipping Address if your org is enabled for external tax calculation and you want to verify that the addresses are valid (typically only US and Canadian addresses are recognized). See Validating Addresses for External Tax Calculation for more information.
  8. Click Save.

If Order and Inventory Management – Accounting Connector is installed in your org, vendor accounts might be automatically created and updated from suppliers in Order and Inventory Management. For more information, see Suppliers to Accounts.