Maintaining accurate vendor and customer information in Sage 50 is essential for streamlined purchasing, sales processing, and reporting. In this tutorial, we’ll walk through Vendor or Customer in Sage 50 for both creating and editing vendor and customer records, so you can keep your contact database clean and up to date.

1. Before You Begin

• Permissions: Ensure your user role in Sage 50 has rights to add/edit vendors and customers.

• Backup: Always back up your company file before making bulk changes.

• Naming Conventions: Decide on an ID format (e.g., VEND001, CUST001) and stick to it for consistency.

2. Creating a New Vendor Record

Step 1: Open the Vendors Module

1. Launch Sage 50 and log in.

2. From the Navigation Pane, click Vendors & Purchases.

3. Select Vendors.

Step 2: Start a New Vendor Entry

• Click the New Vendor button (or go to Maintain ▶ Vendors and choose New).

Step 3: Enter Vendor Details

Step 4: Configure Terms & Defaults

• Payment Terms: Net 30, Net 60, COD, etc.

• Default GL Accounts:

  • Purchases (where bills post)

  • Freight (shipping costs)

  • Discounts Taken

• Tax Code: Assign the appropriate tax/category code.

Step 5: Save the Vendor Record

• Review entries for typos or duplicate IDs.

• Click Save (or OK) to commit the new vendor.

3. Editing an Existing Vendor Record

1. Go to Vendors & Purchases ▶ Vendors.

2. Locate your vendor via Search or by scrolling the list.

3. Double‑click the vendor name to open their record.

4. Make changes in any field—address updates, new payment terms, GL account changes, etc.

5. Click Save to apply updates.

Tip: Use the Inactive checkbox on the Options tab to retire vendors you no longer use, keeping your list tidy without deleting history.

4. Creating a New Customer Record

Step 1: Open the Customers Module

1. In Sage 50’s Navigation Pane, click Customers & Sales.

2. Select Customers.

Step 2: Start a New Customer Entry

• Click New Customer (or Maintain ▶ Customers/Prospects then New).

Step 3: Enter Customer Details

Step 4: Set Payment & Sales Defaults

• Payment Terms: e.g., Net 30, COD

• Credit Limit: (if applicable)

• Default GL Accounts:

  • Sales (where invoices post)

  • Freight

  • Discounts Allowed

• Tax Code: For VAT, sales tax, etc.

Step 5: Save the Customer Record

• Verify all entries and check for duplicate names/IDs.

• Click Save to finalize.

5. Editing an Existing Customer Record

1. Navigate to Customers & Sales ▶ Customers.

2. Use the Search bar or scroll to find the customer.

3. Double‑click their name to open the record.

4. Update fields such as address changes, new credit limits, or revised GL mappings.

5. Click Save when finished.

Tip: Mark long‑inactive customers as Inactive on the Options tab to declutter your active list while retaining history.

6. Best Practices for Vendor & Customer Management

• Consistent IDs: Prevent duplicates and ease searching.

• Regular Reviews: Quarterly check‑ups to inactivate or update stale records.

• Categorization: Use Customer Types and Vendor Categories to filter lists.

• Backups: Always back up data before mass imports or edits.

• Audit Trails: Keep notes in the Memo field for changes (e.g., “Address updated 2025‑04”).

7. Troubleshooting Common Issues

8. Conclusion

By following this tutorial, you can confidently create and edit vendor and customer records in Sage 50. Proper management of these records not only smooths your sales and purchasing workflows but also strengthens reporting accuracy and audit readiness. Regular maintenance and adherence to best practices will keep your Sage 50 contact database organized and reliable.