How do vendor payments connect to project costs?

Vendor POs are linked to project BOQs. When you record a vendor payment, the cost is attributed to the relevant project, giving you a real-time view of procurement spend per project and allowing you to track actual cost vs BOQ budget.

Can I manage credit terms with vendors?

Yes. Each vendor can have defined credit terms (Net 30, Net 60, etc.), credit limits and payment schedules. SolarCrm tracks outstanding payables, flags overdue payments and applies vendor credit notes against future invoices automatically.

🏭 Vendor Management Module

Every vendor, every PO, every payment - in one place

From vendor onboarding to final payment - manage your entire solar procurement cycle in SolarCrm. Compare quotes, raise POs, track deliveries, record payments and manage vendor credit - without the chaos of email and spreadsheets.

Start Free Trial Get Price Quote

No credit card required · Free onboarding included

Vendor Management - PO Tracker

Active vendors

Approved

$48K

Outstanding POs

This month

$12K

Vendor credit

Available

PO#	Vendor	Items	Value	Delivery
PO-2841	SolarTech Supply	Panels ×93	$53,940	In transit
PO-2838	GridConnect Co.	Inverter ×2	$51,000	Delivered
PO-2835	CableWorld	Cable 500m	$6,000	Delivered
PO-2829	MountPro Ltd	Structure ×10	$17,120	Ordered

Key capabilities

Complete procurement cycle management

From vendor onboarding to credit management - every procurement step tracked and controlled.

📋

Vendor database & onboarding

Maintain a central vendor directory with contact details, product categories, payment terms, bank details and compliance documents. Approve vendors before they can receive POs.

📊

Request for Quotation (RFQ)

Send RFQs to multiple vendors simultaneously for the same items. Compare quotes side-by-side on price, lead time and terms. Select the winning vendor and convert directly to a PO.

📄

Purchase Order management

Create POs linked to project BOQs, assign to approved vendors, define delivery schedules and payment milestones. POs are tracked from creation through delivery and payment closure.

🚚

Delivery tracking

Track partial and full deliveries against each PO. Mark items received, flag shortfalls and update warehouse stock automatically when delivery is confirmed - no manual stock entry.

💳

Payment recording & scheduling

Record vendor payments against POs, track payment milestones (advance, on delivery, credit terms) and view outstanding payables. Never miss a payment deadline or double-pay a vendor.

🏦

Vendor credit management

Track credit limits, outstanding balances and available credit per vendor. Credit notes are applied automatically against future payments. Full vendor statement view at any time.

The workflow

RFQ to paid vendor - 6 steps

RFQ Sent

Multiple vendors quoted

Quote Compared

Price, lead time, terms

PO Created

Linked to project BOQ

Delivery Tracked

Stock updated on receipt

Payment Recorded

Against PO milestones

PO Closed

Credit notes, balance settled

FAQ

Vendor Management questions

Yes. You can send a Request for Quotation to multiple vendors simultaneously for the same items. When quotes come in, SolarCrm lets you compare them side-by-side on unit price, total, lead time and payment terms, then select the preferred vendor and convert the quote directly to a Purchase Order.

Related modules

What connects to Vendor Management

📦

Take control of your procurement

Vendors, POs, deliveries and payments - managed in one place. No more surprises at month end.