> For the complete documentation index, see [llms.txt](https://knowledge.rollcredits.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://knowledge.rollcredits.io/company/vendors.md). # Manage your vendors and W9s See every vendor in your company, add vendors with their W9s, rename, delete or merge them, and track which W9s are on file. Use the Vendors page to manage your company's vendor directory. Open it from **Company > Vendors** in the sidebar, which shows it to Owners, Super Admins and Managers. The directory belongs to your company, so every production shares it. A change you make here, such as a new name or a W9, shows in every production. {% hint style="info" %} The **...** menu on each row also has **Merge Vendor**. See "Merge two vendors" below. {% endhint %} ## What the vendor list shows The table has the columns **Vendor Name**, **Business Name**, **W9 Status**, **W9 File** and **Transactions**, sorted by vendor name. Each row ends with an eye button and a **...** menu. * The list has every vendor in your company, including vendors with no transactions. Vendors added elsewhere, such as from a transaction's vendor field, show here too. The **Vendors** tab of **Project > Vendors & POs** lists only one production's vendors (see [Manage vendors and purchase orders](/project/vendors-and-pos.md)). * **Transactions** shows how many transactions the vendor is on across all your company's productions, such as **3 transactions**, or **No transactions**. * The eye button opens the vendor's own page, with its contact, bank, payment and tax details. See [Edit a vendor's details](/project/vendors-and-pos/vendor-details.md). * To find a vendor, type in the search box above the table. **Export** downloads the table as an Excel file. ## Add a vendor 1. Select **Add Vendor** above the table. 2. In the **Add a Vendor** window, enter the **Vendor Name**. 3. Under **W9 Document**, drag the vendor's W9 into the box, or select the box to choose a file. 4. Select **Save**. You see "Added Vendor". RollCredits then reads the W9 and fills in the vendor's empty details. * A W9 is required here. **Save** stays greyed out until you add one. * Each vendor name must be unique across your company. If the name is taken, you see "You can only have one vendor for a given name". {% hint style="warning" %} If you see "Failed to add Vendor", check the list before you try again. The vendor may have been added without its W9. If it was, add the W9 from its **W9 File** cell instead of adding the vendor again. {% endhint %} ## Rename a vendor or change its business name 1. Select the vendor's **Vendor Name** or **Business Name** cell. 2. Type the new name. 3. Press Enter, or select anywhere outside the cell. You see "Updated vendor name" or "Updated vendor business name". * If another vendor in your company already has the name, you see "Vendor name is already in use", and the name doesn't change. If both vendors are the same business, merge them instead. * An empty cell isn't saved. To clear a business name, use the vendor's page. ## Get a vendor's W9 **W9 Status** shows **Uploaded** when the vendor's W9 is on file, **Requested** when you've emailed the vendor for it and it hasn't arrived, and **Missing** when there's neither. The **W9 File** cell has the next step: **Add a W9** to request the W9 from the vendor by email or upload it yourself, **Cancel W9 Request** while a request is open, or **View/Edit W9** to see or replace the file. For the steps, and the replies the vendor gets, see [Collect W9s from vendors](/project/vendors-and-pos/vendor-w9s.md). ## Delete a vendor 1. Select the **...** menu at the end of the vendor's row. 2. Select **Delete Vendor**. 3. The **Delete Vendor?** window shows how many transactions will be affected, across all your company's productions. If the vendor has a W9, it also says the W9 will be deleted. 4. Select **Confirm**. You see "Successfully deleted vendor". {% hint style="danger" %} Deleting a vendor removes it from every transaction and purchase order it's on, in every production. Its W9 is deleted too, and you can't bring the vendor back. {% endhint %} ## Merge two vendors 1. Select the **...** menu at the end of the row of the duplicate vendor, the one you don't want to keep. 2. Select **Merge Vendor**. The **Merge Vendors** window shows how many transactions will be affected, across all your company's productions. 3. In **Merge To**, choose the vendor to keep. The closest names are listed first. If there's a close match, **Suggested vendor:** shows its name. Select the name to choose it. 4. Select **Merge**. You see "Successfully merged vendors". When you merge: * Every transaction and purchase order with the duplicate, in every production, moves to the vendor you kept. So do transactions RollCredits adds later under the duplicate's name, such as card purchases and scanned documents. * The kept vendor keeps its own details. If it's missing its W9, business name, EIN, company type, address, phone or email, the duplicate's is used. * The duplicate leaves the list, and its name appears on the kept vendor's **Merged Vendors** tab. **Merge To** lists only vendors that are on an invoice or estimate or have a W9 on file. {% hint style="warning" %} A merge can't be undone. **Unmerge** on the kept vendor's **Merged Vendors** tab only stops new transactions under the old name from going to the kept vendor. Transactions the merge already moved stay where they are. See [Edit a vendor's details](/project/vendors-and-pos/vendor-details.md). {% endhint %} --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. 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