Manage Vendor Leads

What a vendor lead is

A vendor lead is a supplier you are considering but have not approved yet. You keep their details here while you check them, and make them a registered vendor once you decide to buy from them.

Keeping leads apart means your vendor list holds only the suppliers you have agreed to work with.

Find your way round the list

Open Purchases & Expenses, then Vendor Leads.

1. 1Create Vendor Leads opens the form for a new lead.
2. 2Download CSV saves the list as a file you can open in a spreadsheet.
3. 3The columns button beside it chooses which columns show. The tax and address columns start hidden.

• Each row shows the lead's Name, Phone, Email and Country, and where it stands in approval: Workflow Name, Current Assignee, Current Stage and Current Status.
• The filter under a column heading narrows the list, for example to one country.
• More, at the end of a row, opens Edit and Add to Workflow.
• Tick several rows and open Bulk Actions to use Add to Workflow in Bulk.

Add a vendor lead

Click Create Vendor Leads. The form is headed Add New Vendor Lead.

1. 1Enter the Name. It is the only detail you have to type; Country is required too, and starts on your own country.
2. 2Add a Phone and an Email so you can reach them.
3. 3Choose the Vendor Type, Individual or Company, and fill in their tax number and address if you have them.
4. 4Use Subject for a few words on what the lead is about.
5. 5Under Bank Account Details, Add Bank Account records the account you would pay them into. This part is optional.
6. 6Click Add Vendor Lead. You are taken back to the list.

• The label of the tax number, VAT Number, can be changed by typing over it.
• For a vendor in India, GSTIN and PAN take its place.
• Custom fields you add for vendor leads under Custom Fields & Tags in Business Settings appear at the foot of the form and as columns in the list.

Approve a lead and register the vendor

Leads are approved through a vendor workflow. If you have none yet, create one under Workflows & Automations, Vendor Workflows.

1. 1On the lead's row, open More and choose Add to Workflow.
2. 2Pick the workflow under Select Workflow, then Select Stage and Select Assignee. Select Due Date is optional.
3. 3The list now shows the workflow, stage and assignee beside the lead, and its menu offers View In Workflow.
4. 4When the lead is approved, KyDec asks Add as Registered Vendor?. Click Create Vendor.

• The vendor is created from the lead's details and appears under Vendors & Suppliers, ready for purchases and purchase orders.
• If you close the question, Add as Registered Vendor stays in the lead's menu on its workflow.
• Once registered, that menu shows View Registered Vendor instead.

Leads from forms, editing and bulk upload

• A lead captured by a workflow form arrives in this list by itself. View Leads on the form opens the list showing only the leads that form brought in; Show All Leads returns to the full list.
• Edit reopens the form with everything you entered, including the bank account.
• Bulk Upload Vendor Leads, under Create Vendor Leads, adds many leads from a CSV file.