Who is a Merchant? #
A merchant refers to any vendor, supplier, or service provider from whom an employee makes a purchase or incurs an expense on behalf of the organization. In the context of expense and reimbursement management, recording merchant details helps businesses track exactly where money is being spent.
For example, if an employee purchases office supplies from Amazon or books a cab through Uber, these service providers are referred to as merchants. Associating expenses with specific merchants ensures:
- Better spend visibility across vendors and suppliers
- Accurate reimbursement processing with a clear audit trail
- Easier expense reporting and financial reconciliation
Navigating to Cost Centre #
Go to Settings → Payroll Settings → Payroll Fields → Merchant
How to add a New Merchant? #
- Click the Add New button.
- Enter the merchant’s name in the Merchant Name field (e.g., Amazon).
- Choose one of the following actions:
Please note: In the number of expenses section, you can view number of expenses occurred for this merchant.
Save – Saves the merchant and closes the form.
Save & New – Saves the current merchant and opens a fresh form to add another.
Cancel Changes – Discards the entry without saving.
How to edit Merchant? #
To update an existing merchant name, click the Edit button (pen icon) next to the merchant you wish to modify.
Deleting a Merchant #
To remove a merchant, click the Delete button next to the merchant’s name.
Important: Once a merchant name has been used in a reimbursement, it cannot be deleted.
Viewing Merchants #
You can switch between two display formats based on your preference:
- List View — Displays merchants in a structured row-by-row format.
- Card View — Displays merchants in a visual card-based layout.
Exporting Merchant Data #
You can export the list of merchants using the Export option available on the Merchants page. This is useful for record-keeping, audits, or sharing data with other teams.
