XPOWER HELP ARTICLE

How to create a new vendor?

Learn how to register a new supplier in XPower, including vendor details, contact information, bank details, and active status.

▤ Step-by-step guideUpdated 27 Sep 2026

Create a New Vendor

The New Vendor screen lets you register a supplier in XPower with its identification code, company name, contact information, bank details and status. Use it before recording supplier-related transactions or when you need to maintain an accurate vendor list.

Before You Begin

Make sure you have permission to access New Vendor.
Prepare a unique Vendor ID and the supplier's Comp Name. These are the two clearly required fields in the form.
Prepare contact details, supplier category and bank information where applicable.
The Vendor Details list normally shows the current branch. An option to view all vendors is available only when your company's branch-view configuration allows it.
An automatic Vendor ID may be offered to users with the relevant permission when the latest code in the current branch is numeric.

Step-by-Step Instructions

Open the New Vendor screen. The left panel is Vendor Details and the right panel is New Vendor.
In Vendor ID, enter the supplier's identification code. The form displays the most recently recorded code in square brackets beside the label as a reference. If an automatically generated code appears, review it before continuing.
Enter the supplier's name in Comp Name.
Complete Address and Category if applicable. You can choose an existing category suggestion or enter a category.
Enter Telephone, SMS NO1 and SMS NO2 where relevant. For these three fields, the displayed input format is three digits, a space, three digits, a space and four digits (for example, 011 234 5678).
Complete Fax and Email if available. When entering an email, use a valid email address.
Enter Bank Details if required.
Set Active to YES for an active vendor or NO for an inactive vendor. YES is selected by default on the new form.
Add any helpful Remarks.
Review the entries and select Save. If the save succeeds, XPower returns to the New Vendor page. If it does not succeed, the screen displays a warning or response message.

Figure 1: New Vendor entry form

New Vendor form displaying supplier ID, company name, address, category, telephone, SMS numbers, fax, email, bank details, active status, remarks and Save button

Field Reference

Field	Purpose	Required	Notes
Vendor ID	Supplier identification code.	Yes	The previous code is displayed as a reference. Automatic numbering depends on permission and the latest code.
Comp Name	Supplier or company name.	Yes	Enter the name used to identify the vendor.
Address	Supplier address.	No	Enter where available.
Category	Groups vendors by category.	No	Existing category values appear as suggestions.
Telephone	Supplier contact number.	No	When entered, follow the displayed ten-digit format with spaces.
SMS NO1 / SMS NO2	Additional numbers recorded for SMS contact.	No	The same displayed phone-number format applies.
Fax	Fax contact.	No	No specific input pattern is shown.
Email	Vendor email contact.	No	If supplied, its format is validated before saving.
Bank Details	Vendor bank information.	No	Enter relevant details where applicable.
Active	Vendor status.	No	YES or NO; defaults to YES for a new record.
Remarks	Additional vendor notes.	No	Free-text field.

Important Rules

Vendor ID and Comp Name must not be left blank.
An email address is optional, but an entered email must pass the form's validation.
The Telephone and SMS number fields use the displayed three-three-four digit pattern separated by spaces.
While entering a telephone number, the field may be highlighted if a matching number is found. This is a visual check, not proof that the save is blocked.
Automatic Vendor ID availability depends on a specific user permission and a numeric latest vendor code for the current branch.
Vendor Details normally lists current-branch vendors. A checkbox to show all vendors appears only when cross-branch viewing is allowed.
Additional duplicate-code and save restrictions, if any, must be confirmed in the live XPower screen because the separate vendor-saving service was not included.

Common Issues

Problem: Vendor ID or Comp Name is empty. Enter both required fields before saving.
Problem: Email address does not valid. Correct the email format or leave the field empty when no email is available.
Problem: Telephone or SMS number is rejected by field validation. Use the format shown in the form, including spaces.
Problem: Telephone field changes colour. XPower may have identified a matching contact number; review it before saving.
Problem: The automatic Vendor ID is not displayed. It is permission-dependent and requires the latest branch vendor code to be numeric.
Problem: A vendor from another branch is not in the list. The list is normally branch-filtered; the all-vendor option appears only where permitted.
Problem: A warning appears after Save. Review the displayed message. For any rule not described here, confirm in the live XPower screen.

After Saving

A successful save returns you to the New Vendor screen. The vendor can be located from Vendor Details within the applicable list scope. Selecting an existing vendor loads its saved details for editing and reveals the Update, Delete and Add Balance actions. An opening balance is a separate action; it is not entered as part of the new-vendor form.

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