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Vendors

Keep your suppliers in one list, with their VAT treatment and TRN, so their bills recover the right input VAT and you always see what you owe them.

For Verasol 2.12·5 min read

A vendor is a supplier you buy from. Every purchase order, bill and payment in Verasol belongs to a vendor, so set each supplier up once, with the right VAT Treatment and TRN. Those two details decide how the VAT on its bills is booked: input VAT is recovered only on a tax invoice from a VAT-registered supplier that shows its TRN.

Find your vendors#

Open Invoices › Vendors in the main menu. Each row shows the vendor's name and code (VEN-001, VEN-002 and so on, given by Verasol), contact details, TRN, type and location, the Total Bills and the Outstanding Balance. Total Bills is in AED: the vendor's approved bills less its debit notes, with the number of bills below it.

The Vendors list with the TRN, the bills and what is still owed to each supplier
  • 1 Add Vendor opens the panel for a new supplier.
  • 2 Search by name, e-mail, phone or TRN (here: every vendor with LLC in its name). The filters next to it narrow the list to business or individual vendors, to one VAT treatment, and to Active vendors (the default), Deactivated ones, or both.
  • 3 On each row: View Details (the eye) opens the vendor's page, Edit (the pencil) opens its details and Delete (the bin) removes it. A deactivated vendor has Reactivate instead of Delete.

Add a vendor#

  1. Click Add Vendor.
  2. Enter the Vendor Name as it appears on the supplier's invoices.
  3. Choose the Vendor Type: Business or Individual.
  4. Choose the VAT Treatment (see the table below).
  5. For a registered supplier, enter its 15-digit TRN exactly as printed on its tax invoice. Check format checks that the number has the right format (15 digits); it does not look the supplier up with the Federal Tax Authority.
  6. Add the Email and Phone if you have them.
  7. Under Address, choose the Country and, for a UAE vendor, the Emirate. The street Address, City and P.O. Box are optional.
  8. Enter the Payment terms in days, if the supplier gives you credit: new bills from this vendor are due that many days after the bill date (left empty, 30 days). Choose the Currency its new bills and purchase orders start in (each document can still be in another currency).
  9. Click Save Vendor at the bottom of the panel.
A new vendor: type, VAT treatment, TRN, bank details and address

1 Vendor Type, 2 VAT Treatment, 3 TRN, 4 the optional bank details, 5 Country.

Which VAT treatment#

VAT treatmentUse it forTRN
RegisteredA UAE business registered for VAT. Its tax invoices show its TRN.Required
UnregisteredA UAE business or person not registered for VAT. The VAT on its bills cannot be recovered.None
OverseasA supplier outside the UAE. It charges no UAE VAT.None
Designated ZoneA business in a designated zone.Can be entered

When you choose a Country other than the United Arab Emirates, Verasol sets the VAT Treatment to Overseas for you and clears the TRN. When you enter a bill from an overseas supplier, choose Import or Reverse Charge as its Bill Type: you account for the VAT yourself. See Purchase invoices (bills).

Bank details#

Bank Name, IBAN and SWIFT Code are optional. They are always entered by a person: Vera never adds or changes a supplier's bank details.

The vendor's page#

Click View Details on a vendor's row to open its page.

A vendor's page: its details, statistics, bills and the buttons to order and bill
  • 1 Edit changes the vendor's details.
  • 2 New purchase order starts an order to this supplier. See Purchase orders and goods receipts.
  • 3 New Bill opens a new bill with this vendor already chosen.
  • 4 The Statistics show the number of Approved bills, the Total Billed and the Outstanding Balance.

The Total Billed counts approved bills only, in AED, less the vendor's debit notes: drafts are not owed yet and cancelled bills are not owed at all. The Outstanding Balance is read from your books (the supplier's balance in accounts payable, in AED), so it agrees with the aged payables report.

Below the details you find the Bills of the vendor with their status and balance, the Open credits the supplier holds for you (an advance you paid, or the open credit of a debit note) when there are any, and the Activity Timeline of its bills, payments and debit notes.

Change or delete a vendor#

  • Edit changes the name, contact details, VAT treatment, TRN, bank details, address, payment terms and currency.
  • Delete removes a vendor that no document refers to, and frees its TRN for a new vendor record.
  • A vendor that has bills, payments or other documents is never removed: Verasol deactivates it and tells you so. It stays in your records and your audit trail, and it is no longer offered on new documents. Choose Deactivated in the status filter to find it, and Reactivate to use it again.