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When an invoice comes into Garde from a new vendor, that vendor needs to be “mapped” to your accounting system. If the new vendor in Garde already exists in your accounting system and the names are similar, we’ll try to map it for you automatically. Otherwise, you’ll receive an email notification.

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Alert email

To make sure you know when this happens — and can take action before invoices get held up — Garde creates a Vendor Setup task and sends an email alert to you (and anyone with the Accountant role) whenever an invoice for a new vendor is processed. That email includes the exact vendor name as it appears in Garde, so you can copy and paste it into your accounting system. This isn’t required, but in most systems, if the name is identical, the vendor mapping happens automatically once you sync with Garde. The email also contains a link to the Task area where the Vendor Setup task will be waiting for you.

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Vendor Setup task

Click on the task to open the Edit Vendor page for that new vendor. In the example below, three Vendor Setup tasks are waiting — each one is a row in the table. Tip: From anywhere in Garde, click the bell icon in the upper right corner. If you have Vendor Setup tasks waiting, you’ll see a number next to “Invoice Tasks.” On the Edit Vendor page, you’ll find an Accounting Configuration section. This is where you specify details about the new vendor. The most important step: select the Accounting System Vendor. Once you do that, hit Save at the bottom of the page, and the task is done. For a full rundown of every configuration option available, see Using Advanced Vendor Configuration Options.

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The Vendor Mapping menu

Want to review all your vendors and their mappings in one place? Go to Accounting > Vendor Mapping. Here you’ll see a list of all vendors as they’re named in Garde (Vendor Name), how they’ve been mapped in your accounting system (Accounting System Vendor), whether invoices from that vendor are automatically excluded from export, and any email addresses entered for order guides.

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Vendors locked to “Other” type payment accounts

As you can see in the image above, some vendors are mapped to a specific accounting system vendor. Others — like “7-Eleven” in this example — are locked to a payment account that sends a journal entry rather than an invoice to your accounting system. In that case, no vendor mapping is needed, and the mapping line will show Not Applicable. For more on this topic, check out these articles: