To prevent errors and facilitate smoother transactions, keeping your vendor records accurate is important. You should regularly review your vendor records to ensure the information is complete and up-to-date. To streamline records management, you should also remove the records of vendors you no longer work with. This article provides instructions to help you manage your vendor records.

Linking a Vendor Record Created in BILL to ParishSOFT Accounting

As a best practice, we recommend that you always create and update the records of vendors paid through BILL in ParishSOFT Accounting. The synchronization process pushes vendor data to BILL, which ensures that the data in both systems is identical. We caution against adding and updating vendor records on BILL. Because vendor data entered on BILL is not sent to ParishSOFT Accounting, vendor data entered this way can cause an error.

If you mistakenly add or edit a vendor’s record on BILL that you want to be linked to ParishSOFT Accounting, use this procedure to add the record to ParishSOFT Accounting and properly link it to BILL.

1. In Ledger & Payables, click  to open the Vendor Information page.
2. At the top of the page, click the Bill.com Vendors link:

The Bill.Com Vendors page is displayed. Vendors listed on this page were created on BILL, but their records are not linked to ParishSOFT Accounting.

3. Review the list. If a vendor mistakenly appears on this list, follow these steps to add their record in ParishSOFT Accounting and link it to BILL:
   • In the row containing the vendor’s record, click to open the vendor’s record.
     The system pre-populates the General tab in the vendor’s record with information copied from the vendor’s record on BILL.
   • Edit the fields on the General tab as desired.
   • (required) From the Bill.com Vendor Type  dropdown list, select one of these values: Business or Individual.
   • Click .
     The vendor’s record is now added to ParishSOFT Accounting and linked to BILL.
4. (optional but highly recommended) After you finish adding the vendor, verify that the record was copied to BILL. To do this:
   • Log in to your BILL account.
   • Open the Vendors page.
   • Check to see that the vendor’s name appears in the list. If so, it means their record is now linked to BILL.

Editing a BILL Vendor’s Record

As a best practice, we recommend that you edit vendor records in ParishSOFT Accounting. The synchronization process pushes your changes from ParishSOFT Accounting to BILL to keep the data in both systems the same.

1. In Ledger & Payables, click  to open the Vendor Information page.
2. Click the Find Vendor link. Search for the desired vendor and then click the Go button to open the vendor’s record.
3. Edit the record as desired. Make sure that you have Business or Individual selected from the Bill.com Vendor Type  dropdown as either value ensures that any updates you make are copied to BILL.
4. Click .
   A message is displayed to let you know that your BILL account was successfully updated with the change.
5. (optional but highly recommended) Verify that the changes were made to the vendor’s record and that the vendor is still linked to your BILL account. To do this:
   • Log in to your BILL account.
   • Open the Vendors page.
   • Find the vendor’s record and note that your changes were made.

Disconnecting a Vendor’s Record from BILL

The following instructions show you how to disconnect (unlink) a vendor’s record from your BILL account. These instructions come in handy if you mistakenly link a vendor’s record to your BILL account or if you want to unlink the record of a vendor you no longer want to pay through BILL.

1. In Ledger & Payables, click  to open the Vendor Information page.
2. Click the Find Vendor link.
3. On the Vendor Search page find the desired vendor. Then, click the Go button to open the vendor’s record.
4. Scroll down to the bottom of the record and click . The vendor’s name is displayed on the Bill.Com Link Vendors page.
5. To disconnect the vendor from BILL, click .

The vendor’s record is now disconnected from your BILL account and can no longer be paid through BILL. The vendor’s record remains in your ParishSOFT Accounting system, so you can continue paying bills from this vendor in ParishSOFT Accounting.

Updated June 11, 2024 18:24