Keeps your vendor list clean by deactivating vendors with no recent activity each month, while leaving newly created vendors alone.
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Overview | Samples | Variables | Alert Functionality | Best Practices & Tips | Related Alerts
Overview
Overview
Over the years, your vendor list fills up with suppliers you no longer use e.g. one-off purchases, companies that have closed, and records created by mistake. They clutter every vendor lookup, and cleaning them up by hand means checking each vendor's purchase orders, invoices and payments one at a time.
ID430 does that check for you. Once a month it reviews every active vendor in e-automate and deactivates any with no activity within a lookback period you choose: no open or recent purchase orders, no open or recent invoices, and no recent payments. Vendors created within that period are left active, so a new supplier you haven't traded with yet isn't caught out.
You'll receive an email listing every vendor deactivated, along with its last recorded transaction. ID430 can also add a note to each vendor record explaining why it was or wasn't deactivated.
This new process is currently being tested - we'll be releasing this later in 2026.
Run Schedule: Last weekday of the month
Type of Output: Email, plus optional notes on vendor records
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Sample
Sample
Email sample:
Vendor notes:
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Variables
Variables
Variable W: The number of months to look back for recent activity. If any of the following happened within this period, the vendor stays active:
- The vendor record was created
- There is a current open purchase order
- There is a current open invoice
- A purchase order was created
- An invoice was created
- A payment was created
Variable X: The note type to use for vendor notes. If a note type in e-automate matches Variable X, ID430 adds a note to each vendor it reviews, showing why the vendor was or wasn't deactivated. Leave blank if you don't want notes created.
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Alert Functionality
Alert Functionality
Each month
On the last weekday of the month, ID430 reviews every active vendor in e-automate against the lookback period set in Variable W. A vendor with any of the activity listed under Variables stays active; a vendor with none of it is deactivated.
Vendors that are already inactive are not reviewed and do not receive a note.
Test mode
ID430 can also run in test mode. In test mode, vendors that meet the criteria are recommended for deactivation but left active, and the email and any vendor notes show what would have happened. This lets you review the list before any vendors are changed.
The email
The email lists each vendor that has been deactivated (or recommended for deactivation if in test mode). It includes the last transaction recorded against it.
If the last transaction shows Vendor Created, there are no actual transactions on record for that vendor; creating the vendor record was the only activity.
Vendor notes
When Variable X is set, ID430 adds a note to every active vendor it reviews. The note shows whether the vendor was deactivated, and lists each check along with the vendor's creation date and its last purchase order, invoice and payment where there is one.
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Best Practices & Tips
Best Practices & Tips
- Make the note type editable. The note type you use for Variable X should allow changes.
- Choosing a lookback period. A longer lookback in Variable W keeps more vendors active; a shorter one deactivates more.
- Try test mode first. It's a good way to check the results before any vendors are deactivated.
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Related Alerts
Related Alerts
N/A
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