Skip to content

Vendors Technical Reference

The Vendors module serves as the primary master data anchor for operational costs and supply chain documents. Every Expense must be associated with a valid Vendor record to ensure accurate cost tracking and vendor liability reporting.

1. Account Identity

  • Vendor Label [Input]: The primary identifier for internal use to label the vendor (e.g., "Amazon Business").
    • Integrity Constraint: This field is Unique. The system prevents the creation of duplicate account labels to ensure expenses and outgoing orders are never assosiated with the wrong legal entity.
  • Website URL [Input]: The official website or portal link for the vendor.
  • Company Address [Input]: The physical or remittance address for the vendor.
    • Logic: This field is used "As-is" to populate the Vendor address block on issued Expense PDFs (Vendor Purchase Orders).

2. Personnel & Contacts

Codexmetry supports multiple contacts per vendor account to manage relationships across sales, support, and billing departments.

  • First & Last Name [Input]: The identity of the individual contact.
  • Email Address [Input]: The primary communication channel for the contact.
  • Phone Number [Input]: The direct line for the contact.
  • Primary Contact [Property]: A system-derived logic that identifies the topmost contact record in the list.
    • Ripple: The Primary Contact’s name and email serve as the default display and search identifiers in the main Vendor List.

3. Metadata & Auditing

  • Active Status (is_active) [System]: A boolean flag used for soft-deletion.
    • Integrity Note: Archiving a vendor removes them from dropdown selectors but preserves their identity in historical financial reports and existing Expense records to prevent data orphaning.
  • Created By / At [System]: Captures the identity of the user who initialized the account and the UTC timestamp of creation.
  • Updated By / At [System]: Tracks the most recent user to modify the account details and the timestamp of that change.
  • Activity Log [System]: Displays the chronological record of every change made to the account, including user identity and the modified fields.