Add a vendor

In the Vendors module you can add a vendor by using the Actions menu and selecting New Vendor. 

If you need to add many vendors at one time you can use a Create vendor spreadsheet.

Fill out the New Vendor dialog to complete the setup for each vendor.

add new vendor form

New vendor dialog form

Name: Name of the vendor, this can include spaces and is limited to 50 characters.

Code: Unique identifier, cannot include spaces and is limited to 16 characters.

Website: Optional link to the vendor's website.

Phone number: Phone numbers must be entered in one of these formats:

  • XXXXXXXXXXX
  • X-XXX-XXX-XXXX
  • X XXX XXX XXXX
  • X.XXX.XXX.XXXX
  • X (XXX) XXX-XXXX

Email: Enter the email address for the vendor.

Letter of authorization: Upload the document that confirms EnergyCAP's permission to work with a vendor on your behalf (for example, to pay your utility bills). Not currently available in setup spreadsheets.

Country: Choose from the list.

Postal code: Enter the postal code.

Street address: Enter the street address.

City: For the United States and Canada, the city is populated from the postal code.

State: For the United States and Canada, the state is populated from the postal code.

Vendor alias

You can add a vendor alias when editing a vendor or from the Bill Import Errors screen.

A vendor alias is useful when importing bills. You can add up to five unique aliases.

During import, EnergyCAP checks the vendor code on each bill against these aliases. If the code matches an alias, the bill is imported instead of being rejected.

When to update the vendor name or code vs. add an alias

Add an alias when:

  • The vendor name or code in your bill import file doesn’t exactly match the vendor name or code printed on the utility bill and already stored in EnergyCAP.

  • Common examples:

    • Extra characters appear in the import file (for example, leading zeros, suffixes).
    • Formatting differences occur (for example, dashes vs. no dashes).

Adding an alias lets EnergyCAP match these variations to the correct vendor without changing the true vendor name or code.

Update the vendor name or code when:

  • The utility vendor name or code changes on the actual bill.

  • In this case, the information stored in EnergyCAP is no longer current, so you should update the vendor name or code to reflect the new official vendor information.