Set up vendor posting groups

A vendor posting group decides which payable account a vendor's bills post to. For example, you might keep local suppliers and foreign suppliers on different payable accounts.

Vendor posting groups are only used when your company takes its accounts from posting groups. Not sure which your company uses? See how invoices get their accounts.

Steps

1. Open Settings › Posting Settings › Vendor Posting Groups

   In the menu on the left, select Settings, then Posting Settings, then Vendor Posting Groups. The list shows each group's Posting Code, Description, Payable Account, Purchase Charge Account and Status.

   

   1. Vendor Posting Groups in the Posting Settings menu.
   2. New Vendor Posting Group adds a group.
   3. Payable Account. A dash means the group has no payable account yet.
   4. The actions menu (···): Edit, Deactivate or Activate, and Delete.
2. Fill in the new group

   Select New Vendor Posting Group. The New Vendor Posting Group panel opens on the right.

   

   1. Posting Code: a short code in capitals, for example LOCAL or FOREIGN. Required. Use only capital letters, numbers, hyphens and underscores, up to 20 characters.
   2. Description (Optional): up to 100 characters.
   3. Payable Account: the account bills from these vendors post to. Required. Type to search, for example payable.
   4. Purchase Charge Account (Optional): an expense account for purchase charges.
   5. Active: leave it ticked so the group can be chosen.
   6. Create Posting Group.

   You'll see Vendor posting group created successfully.

3. Give the group to your vendors

   Open each vendor in Purchases › Vendors, select Edit, and choose the group in Vendor posting group. See add a vendor. Vendors left on Organisation default use the default group.

What the group is used for

Document	Uses the group's payable account for
Vendor bill	The credit to what you owe the vendor.
Bill payment	The debit that clears the bill. It uses the account the bill posted to.
Debit note	The debit that reduces what you owe. It uses the bill's account.

If something goes wrong

Message	What to do
Code is required	Enter a Posting Code.
Code must not exceed 20 characters	Use a shorter code.
Code can only contain uppercase letters, numbers, hyphens, and underscores	Type the code in capitals, for example LOCAL.
Payable account is required	Choose a Payable Account.
Vendor has no posting groups assigned	Choose the groups on the vendor, or ask an administrator to select Create missing defaults on Posting Groups Switch-over.