Vendor Master
Keep a clean list of vendors in DocuClipper: one record per supplier with aliases, contact and tax details, spend totals, and a merge tool to combine duplicates.
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The vendor master is DocuClipper's single list of the suppliers you buy from. Instead of the same vendor showing up under three slightly different spellings across your bills, you keep one canonical record per vendor — with its aliases, contact and tax details, and a running view of how much you've spent with it.
What a vendor record holds
Each vendor has:
- A canonical name — the one correct spelling DocuClipper shows everywhere.
- Aliases — alternate names the same vendor appears under on invoices (for example "ACME", "Acme Inc.", "ACME CORPORATION"), so variations all roll up to one record.
- Contact details — email, phone, and website.
- Tax and compliance fields — tax ID, 1099-eligible flag, and payment terms (net days).
- Notes and first-seen / last-seen dates.
You can also store default approval settings (a default approver or approval rule) on a vendor so its bills route the right way in the approval workflow.
Viewing a vendor
Open a vendor to see its details plus a rollup of activity: its year-to-date spend and invoice count. That makes the vendor master a quick way to answer "how much have we paid this supplier this year?" without exporting anything.
Merging duplicate vendors
When the same supplier has ended up as two or more records, merge them:
- Open the vendor record you want to keep (the target).
- Choose Merge, then pick the duplicate vendor(s) to fold in.
- Confirm.
DocuClipper then:
- Re-points every invoice and line item from the duplicates onto the vendor you kept.
- Combines the aliases from all of them into one de-duplicated list, so future invoices under any of those spellings match the surviving record.
- Removes the duplicate records.
The merge runs as a single operation, so your invoice history stays intact and nothing is double-counted.
How vendors and categorization relate
The vendor master keeps your supplier list clean; it does not auto-assign GL categories to invoices on its own. To have categories and products fill in automatically, use invoice rules (for example, "when vendor contains Acme, set category to Office Supplies") and the per-project default account. You can also save a categorization as a rule as you work.