Vendor & supplier records
When it is time to pay a supplier, the question is always the same: which account does the money go to? The answer lives in the documents each vendor sends you — their ACH form, wire instructions, remittance address, or a notice that their bank has changed. A vendor banking and remittance details folder is the single, per-vendor home for exactly those payment-receiving instructions, so whoever cuts the payment is not digging through email threads or guessing from an old invoice footer. This page shows how to set that folder up in Cash Workspace, a free workspace for organizing finance documents into folders and records. It covers the vendor's own payment destination details only; it is not the account number you hold with that vendor (that belongs on a separate reference sheet), and it is organizational guidance, not banking, fraud-prevention, or legal advice.
The problem
A vendor's payment instructions rarely arrive in one tidy place. The first ACH details come on a setup form, wire instructions are buried in a PDF, and the remittance address sits in tiny print at the bottom of an invoice. Months later a "we have changed banks, please update your records" email lands and gets read once, then lost. By the time you pay, three versions of the same vendor's details exist across email, a desktop download, and someone's memory. A dedicated per-vendor folder for payment-receiving details collapses all of that into one location with a clear current version.
Step by step
The goal is one folder per vendor that holds only their payment-receiving instructions, with the current set obvious at a glance and superseded notices kept for reference. Cash Workspace organizes documents into folders and records and lets you attach a file to each record. It does not connect to your bank or read your documents, so you decide what each record says.
Make a top-level folder named Vendor Payment Details, then a subfolder per supplier, for example Northwind Paper Co, Atlas Freight LLC, and Bright Office Supplies. Keeping payment instructions in their own tree (not mixed with statements or packing slips) means the document that matters at payment time is one click away.
Inside a vendor's subfolder, create a record per method: an ACH record, a Wire record, and a Check/Remittance Address record. A vendor that takes ACH and wire gets two records, each holding that method's specifics, so there is no ambiguity about which numbers go with which payment type.
Attach the file the instruction came from — the signed ACH authorization PDF, the bank's wire-instruction letter, or a screenshot of the remittance block from a current invoice. The attachment is the proof; the record fields are the quick-read summary you confirm against it before paying.
In each record's notes, write Current as of 2026-06-15 (or the date the vendor sent it). When only one set exists, it is plainly the one to use. Filling the date-received field is what lets you tell a fresh instruction from a stale one later.
When a vendor emails new banking details, create a new ACH record with the new details and the notice attached, then rename the old record to Superseded — replaced 2026-06-20 rather than deleting it. If your own process is to confirm new details with the vendor first, record that as a fact in the notes, for example Confirmed by phone with A. Reyes, 2026-06-20. You keep the history of where you used to pay while making the live account unmistakable.
When a bookkeeper or new staffer takes over payments, export the vendor's payment-details records so they have the same single source. The export is a snapshot of what you filed, ready to hand off or keep as a backup.
Record structure
These are the details to capture on each payment-method record. They describe where the vendor wants to be paid — not your account with them. Record them from the document the vendor supplied, and attach that document to the record.
Example setup
A simple Vendor Payment Details tree for three suppliers. Each vendor holds only payment-receiving instructions; one record is current, and a replaced ACH record is kept as superseded so the history is intact.
ACH — Current (as of 2026-06-20): First Commerce Bank, routing 021000021, acct ending 7788; signed ACH authorization attached. ACH — Superseded (replaced 2026-06-20): old Midtown Savings details + change-of-bank email attached. Note: new details confirmed by phone with A. Reyes.
Wire — Current (as of 2026-03-02): Harbor National Bank, ABA 026009593, acct ending 1042, memo: include account ATL-556; wire-instruction letter attached. Check/Remittance — Current: P.O. Box 4120, Newark NJ lockbox; remittance block screenshot attached.
ACH — Current (as of 2026-01-11): Lakeside Credit Union, routing 271070801, acct ending 3390; ACH form attached. Note: ACH only — vendor does not accept wires.
Holding spot for newly received payment notices not yet filed: 'Crestline Tools — new bank email 2026-06-27' awaiting a new record under that vendor.
Common mistakes
How it helps
Group every supplier's payment-receiving instructions under one Vendor Payment Details tree, with a subfolder per vendor, so the right account is always easy to find.
Create separate ACH, wire, and check/remittance records and attach the source document to each, keeping the numbers and their proof together.
Use record names and notes to mark the live instruction as current and retire replaced ones as superseded, preserving the change-of-bank history.
Cash Workspace is free and organizational only. It does not sync with your bank, does not read or extract data from your documents, and does not verify account details — you type what each record says and attach the file.
Related
The flip side of this page: your own identifiers with a vendor — account number, customer ID, portal login — kept separate from the vendor's bank details.
The reusable per-vendor folder skeleton with subfolders for agreements, tax forms, invoices, statements, and payment proofs to clone for each supplier.
Track deposits and prepayments you pay out to a supplier and the balance still owed, once you know which account to send them to.
A per-vendor ledger of money paid out, with each bill and payment proof attached — where the payments made using these details get recorded.
The broader hub for organizing invoices, receipts, vendor files, and client records into one structured set of folders.
An umbrella map of which document types to file and where, including where vendor payment details fit among your records.
FAQ
This page describes how to organize the payment-receiving details a vendor gives you. Cash Workspace stores the documents and notes you enter and attaches files to records; it does not sync with your bank, does not read or extract data from documents, and does not verify, validate, or flag any account details. Deciding whether a set of bank details is correct or legitimate — including how to confirm a change-of-bank notice — is outside Cash Workspace and is your responsibility. Nothing here is banking, fraud-prevention, legal, or accounting advice.
Start a free Cash Workspace and create a Vendor Payment Details folder today. Give each supplier a subfolder, add a record for every payment method with the source document attached, and mark the current set — so the next time you pay, the right account is one click away. It is free, and there is no bank connection to set up.