Manage vendors, bills, and payments

Open Vendors & 1099

Select Vendors & 1099 in the company workspace. The tabs across the top separate the vendor list, suggested vendors, outstanding checks, accounts payable summary, and 1099 reporting.

The Vendors tab shows open bills, overdue bills, outstanding checks, and year-to-date vendor spend. Each vendor row also shows its 1099 eligibility, W-9 status, whether a Tax ID is on file, and open balance. Year-to-date paid includes vendor payments plus posted Bank Feeds and card transactions coded to the vendor, for every vendor whether or not it is marked 1099 eligible.

Create Or Accept A Vendor

Select New vendor to enter a vendor record. Add the vendor's name and address, then complete any fields that apply:

• 1099 eligible, the appropriate 1099 box, Tax ID, and W-9 status;
• a default expense account for new bill lines; and
• payment terms so a new bill's due date can be calculated from its bill date.

Tax IDs are stored encrypted. After saving, LedgerHQ displays only the last four digits.

The Suggested Vendors tab finds money-out names from coded bank activity and bank rules. Select one or more suggestions and choose Accept selected, or choose Accept all. Accepting a suggestion creates a vendor record that you can edit afterward.

Enter A Bill

From the Vendors page, select New bill. You can also open a vendor's action menu and select New bill to prefill the vendor.

Enter the vendor, bill date, due date, optional vendor invoice number, and an optional memo. Add one or more expense lines with a description, expense account, quantity, and unit price.

• Save draft keeps the bill unposted.
• Save & post records the expense and adds the amount to accounts payable.

After saving, the bill page shows its dates, reference, line items, total, remaining balance, applied payments, and linked journal entry.

Pay Open Bills

Select Pay bills from the Vendors page. The page groups open bills by vendor. Search by vendor or bill number, filter to Overdue, or use Select overdue and Select all.

For the bills you want to pay:

1. Select each bill and adjust the pay amount when making a partial payment.
2. Choose the bank account under Pay from.
3. Enter the check date and check number.
4. Review the selected total, then select Pay.

When several bills are selected, enter a numeric starting check number. LedgerHQ increments it and records one check for each selected bill. A payment cannot exceed the bill's open balance.

You can also open a vendor or bill and use Pay bill. Use Record check when recording a vendor payment that is not being applied to an open bill.

Review Vendor And AP Activity

Open a vendor to see its details and combined Bills & payments history. Bills appear with their open, partial, overdue, or paid status. Payments and checks applied to a bill appear underneath it. Every other payment to the vendor appears as its own row, including Bank Feeds and card transactions coded to the vendor (Zelle, Cash App, Venmo, card charges). Use the history filters to focus on open bills, paid bills, or checks.

Use the other module tabs for these views:

• Outstanding Checks lists recorded checks that have not cleared or been voided.
• AP Summary groups unpaid bills by aging period and links to the full aged-payables and vendor-spend reports.
• 1099 prepares annual vendor totals and tax-document exports. See Prepare vendor 1099 information.

Merge A Duplicate Vendor

When the same vendor exists twice, open the duplicate's detail page and choose Merge, next to Mark inactive and Delete. Search Vendor to keep, pick the record that should stay, and review the preview:

• What moves to lists the bills, payments, checks, and other records that move to the kept vendor.
• The kept vendor keeps its own name, W-9, TIN, and settings. Its blank fields are filled from the duplicate.
• Bank rows and rules that used the duplicate now point to the kept vendor, so future rows from that payee suggest it.

Choose Merge vendors to finish. The duplicate is removed, the merge is logged in the audit trail, and totals and reports do not change. Check the kept vendor's 1099 setup afterward, because its own W-9 and TIN are the ones kept.