# Add or edit a vendor

Save vendor contact details, payment preferences, and 1099 tracking information.

Canonical: https://demo.qixcount.com/help/bills-and-vendors/add-or-edit-a-vendor

Who can do this: Owners, or people with *View vendors*; adding needs *Create vendors*; changes need *Edit vendors*

Where: Purchases, then Vendors

Create a vendor before entering their bills. Owners can do this. Staff need *View vendors* to open the list and profile, *Create vendors* to create a vendor, and *Edit vendors* to change one.

## Add a vendor

1. Open **Purchases**, then **Vendors**.
2. Select **New Vendor**.
3. Enter **Display Name**.
4. Add the optional **Legal Company Name**, contact information, and **Billing Address**.
5. Review **Payment Terms** and **Default Expense Account** if you want to store those preferences.
6. Select **Create Vendor**.

![Vendor form with contact information and 1099 fields](https://demo.qixcount.com/images/help/vendor-create.webp)

You return to the vendor list. Select **Save & Create Another** instead to save and open a blank vendor form. If a vendor approval workflow applies, the record waits for approval before it is available in bill and payment searches.

The form also stores **Opening Balance** and its date. This does not create a bill or post a ledger entry. Review opening amounts with your accountant before relying on payable totals. Check due dates and line accounts on each bill; saved vendor preferences do not replace that review.

## Set 1099 tracking fields

1. Turn on **Track for 1099**.
2. Choose **SSN** or **EIN** under **Tax ID Type**.
3. Enter **Tax ID Number**.
4. Save the vendor.

The vendor form uses the current year’s tracking threshold in its guidance and year-to-date notice. QixCount requires a tax ID when tracking is on. These fields store tracking information; they do not determine your filing obligations.

## Edit a vendor

1. Open **Purchases**, then **Vendors**, and select the vendor's name.
2. Select **Edit**.
3. Change the details.
4. Select **Save Changes**.

To deactivate a vendor while keeping their history, clear **Active Vendor** and select **Save Changes**. Select the switch again and save to reactivate them. Bill and payment searches require an active, approved vendor.

The bill form also has **Quick Add Vendor**. It requires *Create vendors* and saves a smaller set of contact fields. Use the full vendor form for tax information. If the new vendor needs approval, wait for approval before using it.

Next, [enter a bill](https://demo.qixcount.com/help/bills-and-vendors/enter-a-bill). To remove an unused record, see [remove a vendor](https://demo.qixcount.com/help/bills-and-vendors/remove-a-vendor).

This guide explains how QixCount works. It isn't tax, legal or accounting advice.

To add a vendor list from CSV, [import vendors](https://demo.qixcount.com/help/moving-to-qixcount/import-vendors).