> 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/project/vendors-and-pos.md). # Manage vendors and purchase orders See the vendors on a production, rename, delete or merge them, export their W9s and details, and find your purchase orders on the Vendors & POs page. Use the Vendors & POs page, with its **Vendors** and **Purchase Orders** tabs, to manage a production's vendors and purchase orders. Open it from **Project > Vendors & POs** in the sidebar, which shows it to Owners, Super Admins and Managers. Vendor details belong to your company, so every production shares them. A change you make here, such as a new name, shows in every production. {% hint style="info" %} The **...** menu on the **Vendors** tab also has **Merge Vendor**. See "Rename, delete or merge a vendor" below. {% endhint %} ## In this section * [Create and track purchase orders](/project/vendors-and-pos/purchase-orders.md): the **Purchase Orders** tab, where you create, edit, upload to and export POs. * [Work on a purchase order](/project/vendors-and-pos/purchase-order-details.md): one PO's page, opened with **View/Edit PO**. * [Collect W9s from vendors](/project/vendors-and-pos/vendor-w9s.md): what each **W9 Status** means, and how to request, add, view or cancel a W9. * [Edit a vendor's details](/project/vendors-and-pos/vendor-details.md): one vendor's page, with its contact, bank, payment and tax details. ## What the Vendors tab shows The table has the columns **Vendor Name**, **Business Name**, **W9 Status** and **W9 File**. Each row ends with an eye button and a **...** menu. A vendor is listed when it's on at least one transaction in this production and has an invoice, an estimate or a W9 somewhere in your company. So a vendor that's only on receipts and has no W9 isn't listed. To see every vendor in the company, use [Company > Vendors](/company/vendors.md). **W9 Status** shows **Uploaded** when the vendor's W9 is on file, **Requested** when a W9 has been asked for and hasn't arrived, and **Missing** when there's neither. For the **W9 File** buttons, see [Collect W9s from vendors](/project/vendors-and-pos/vendor-w9s.md). To open a vendor's own page, select the eye button on its row. **Back to Vendor List** brings you back. ## Rename, delete or merge a vendor The **Vendors** tab works like the table on **Company > Vendors**. Select a **Vendor Name** or **Business Name** cell to rename it, or use the **...** menu at the end of a row for **Delete Vendor** and **Merge Vendor**. For the steps and what each one changes, see [Manage your vendors and W9s](/company/vendors.md). What's different on this tab: * Each change applies to your whole company, not just this production. Deleting or merging a vendor changes every transaction and purchase order it's on, in every production, and the transaction count in the window covers all of them. * When you rename a vendor, only the vendors on this tab are checked for the name. If another vendor on this tab has it, you see "Vendor name is already in use". If a company vendor that isn't on this tab has it, you see "Failed to update vendor name". Either way, the name doesn't change. ## Export vendor information Two buttons sit above the table. Both include only the vendors listed on the **Vendors** tab. * **Export All W9s** downloads a zip file with the W9 of each vendor that has one. * **Export Vendor Information** downloads an Excel file with a row per vendor, including contact details, address, SSN, EIN and payment preferences. After you select one, a message says your export will begin shortly, and the file downloads when it's ready. {% hint style="warning" %} The vendor information file shows each vendor's full SSN and EIN. Store and share it with care. {% endhint %} ## Add a vendor There's no button for adding a vendor on this page. To add one: * Select **Add Vendor** on [Company > Vendors](/company/vendors.md). * Or type a new name in a vendor field, such as a transaction's **Vendor** field (see [Review and edit a transaction](/transactions/transactions/edit-a-transaction.md)) or a PO's **PO Vendor** field, and select the **Create** option with that name. A new vendor shows on the **Vendors** tab once it meets the rule above. --- # 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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