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Supplier records are the foundation of accounts payable. Every bill, outgoing payment, and 1099 determination ties back to a supplier record with contacts, addresses, payment terms, tax profile, and compliance status.

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Prerequisites

Before you add suppliers, confirm:
  • You are signed in and have selected the correct organization in the sidebar switcher.
  • Finance setup and System accounts are complete so AP posting has the right expense and payables accounts.
  • Terms codes exist if you assign payment terms by code. See Finance setup.
  • Optional but recommended: finish the Payables setup checklist so bill capture, approval, and payment defaults are in place.

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Supplier record anatomy

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Create a supplier

1

Open the supplier list

  1. In the sidebar, open Accounts Payable.
  2. Click Suppliers.
The list shows supplier #, name, category, terms, open balance, YTD spend, compliance badges, and status. Terms is the terms code in uppercase, such as NET30, including older suppliers that were saved as “Net 30”. Stat tiles at the top summarize active suppliers, on-hold count, open AP, and spend YTD.
2

Start a new record

Click New supplier on the Suppliers list.adorabl opens a blank supplier record on the Details tab using the master-record layout: summary strip at the top, tabbed related data below.
3

Enter core details

Fill in the fields on the Details tab:Click Save in the header. adorabl creates the supplier and stays on the record. The header links Back to Suppliers. Contacts and addresses entered before that first save are stored with the new supplier.
4

Set 1099 status

Open the 1099 tab to record year-end compliance:
  • Mark 1099 required when the supplier is an eligible payee.
  • Pick the 1099 reporting box — the list combines the standard IRS boxes with any organization-specific boxes you added under Payables setup → 1099 Management.
  • Enter or request a W-9 (DocuSign request or manual upload) and set the tax classification and masked TIN.
Suppliers marked as reportable show a 1099 badge on the list and detail views.
5

Add contacts and addresses

Switch to the Contacts tab and add at least one remittance or AP contact.On the Addresses tab:
  1. Add a Remit-to address for check and ACH payments.
  2. Add Ship-from addresses when the supplier ships inventory directly.
  3. Mark defaults where applicable.
Changes save inline — no separate modal workflow.
6

Confirm the supplier is ready for bills

After save, the summary strip shows open AP balance, YTD spend, average days to pay, and overdue/at-risk counts.From here you can:

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Example: Trail Ridge Outfitters

Trail Ridge buys inventory and services from several recurring suppliers: Before the first Apex bill, Trail Ridge confirms a current W-9, marks 1099 required, and adds ap@apexsupply.example as the billing contact. When automation captures a bill from an unknown supplier name, they create the supplier from the bill’s Add supplier action rather than pre-creating every possible supplier.

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Manage existing suppliers

The Open and YTD Spend columns on the Suppliers list are calculated from live AP data — open bills minus applied payments and credits, and payments applied in the current calendar year. They refresh automatically as bills and payments change.
Resolve duplicate supplier names in Master data before year-end 1099 preparation — merged records roll up YTD spend to the surviving supplier.

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Lead time

The supplier summary shows Lead time and View receipts. That page lists qualifying receipt lines: Item, Purchase order, Opened, Completed, Lead time (days), and Receipts. The subtitle is the median across those receipts, or Not enough data yet when there are none. The same history for one item is on that item’s Purchasing panel. See Items.

Bills and adjustments

Enter and post bills against supplier records.

Outgoing payments

Schedule and record payments to suppliers.

Form 1099 report

Review payment totals and filing readiness by tax year.

Payables setup

Complete the AP checklist before your first bill.

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Troubleshooting

Confirm the correct organization is selected. New organizations start with no suppliers until you create them or import master data via Master data.
Name is required. If tax profile validation fails, confirm TIN format and tax classification when 1099 required is checked.
Use Request W-9 on the tax profile section, or upload a signed PDF manually. Expired W-9s show a warning badge on the supplier list Compliance column.
Check supplier Status. On hold and Inactive suppliers should not receive new outgoing payments until status returns to Active.
Open balance sums posted open and partially paid bills minus unapplied credits. Drill into the Bills tab to reconcile individual documents.
Self-service onboarding for new suppliers is on the roadmap. Until the Payables setup checklist shows it as configured, create suppliers manually or from bill capture.