Automatically adding/updating/deleting Vendors
Via API integration (for automated sync with external systems): API documentation (bezala.com).
How to activate Vendor's feature in Bezala
A person with a Manager role in Bezala can activate the vendor’s feature in Bezala’s web version.
Go to “Company settings” in the main menu.
Click “Basic settings”-tab and then the “Expense forms”-tab.
In the Receipts-box click open the Vendors drop-down menu.
Check both boxes and click “Save” in the lower-right hand corner.
Adding Vendors Manually
Note: The Vendors-tab only appears in the Company-settings, when the feature has been activated (steps 1-4).
5. Go to the “Vendors”-tab to start adding vendors to Bezala. In the Vendors view, you can review already added vendors (you can filter based on name, notes, status: active/deactived), edit, deactivate, or delete them. From the same view, you can also add a new vendor.
6. Click “+Add a vendor” in the lower-right hand corner.
7. Fill in the Vendor Information Fields and click “Save” once you are done. The Vendor name is the only required field, but IBAN & BIC is necessary for the feature to work.
Vendor name (required)
IBAN (bank account for payments)
BIC (bank code)
Note: Once a vendor is added to Bezala, a new drop-down menu will appear on the receipt form, from which an accountant-level user can select the correct vendor.
Pay to Vendors Feature
When using vendors for payments you need to set up the Asset account (will then be seen as a choice in the Payment method drop-down list).
Asset Account Setup:
Each asset account has a "Payment Handling"-box. If the box “Pay to vendor” is checked, the reimbursement will go to the vendor, not the employee.
If "Pay to Vendors" is enabled on an account, the vendor field becomes required on expenses. OBS! this field is only visible to accountant role users.
If your company has many Bezala users, it might be useful to restrict the visibility of the asset account to the accountant role users paying the purchase invoices, since the expense cannot move forward without Vendor field choice.
Payment Processing (SEPA/Netvisor):
Payment recipient becomes the vendor name (instead of employee)
Payment is sent to vendor's IBAN/BIC
Vendor payments are processed as a separate batch
Payment message uses the invoice Printed ID (or vendor name as fallback)
Validation Rules
If a user chooses a payment method with "Pay to Vendor" enabled:
Vendor must be selected before submitting for approval
Cannot leave vendor field empty. Note! This field is only visible to users with an accountant role and therefore not visible to Employee/Manager-role users.
Common Questions
Q: I don't see the Vendors tab in settings. Why? A: The Vendors feature must be enabled for your company. A person with a Manager role in Bezala can enable (see above step 1-4).
Q: How do I pay a vendor directly? A: Enable "Pay to Vendor" on the relevant asset account. When accountants use that account in their receipt forms, payments go to the vendor's bank account instead of reimbursing the employee. Remember to choose the vendor in the Vendor field.
Q: Can I deactivate a vendor? A: Yes. Use the status filter to find vendors and change their status to deactivated. Deactivated vendors won't appear in dropdown lists.
Q: How are vendor payments different from employee reimbursements? A: Vendor payments go directly to the vendor's IBAN with a separate batch. No payslips are generated. Employee reimbursements go to the employee's bank account.
Q: Can vendors be synced from external systems?
A: Yes, vendors can be added via API for integration with other systems.