Payees, Classes, Locations, and Projects

The client sidebar groups these lists near the top of the client book:

• Payees includes vendors, customers, and employees.
• Classes & Tags includes classes, locations, and projects.

They are available while coding Banking transactions, editing journal lines, building rules, and filtering reports.

Select a payee to open its details in a resizable window, like a journal entry. The detail window uses the available width and height for journal columns and tabs while the original list stays open. If the browser blocks the window, details open as a full page. Existing links to selected payees also open the full detail page.

Activity between two payees

Open a vendor, customer, or employee and select Transfers. Use the date-range picker to select a period; selecting both dates or a preset updates the list immediately. Each row shows the number of journal entries, the amounts and counts on the selected payee's credit and debit sides, and total activity across both directions. Search or sort the list to find a counterparty and use the footer to move between pages. Select a row to open Journal Entries with that payee pair and date range applied; Journal exports retain the pair filter.

The amounts describe posted journal activity, not confirmed cash payments. An entry is included only when all nonzero lines are assigned to exactly two payees, each payee appears on only one side, and their debit and credit totals balance. Split lines count as one entry. Entries with one payee, missing payees, mixed sides, an imbalance, or multiple possible counterparties are omitted instead of assigning an estimated amount. Inactive payees remain included in historical activity.

Default coding account

Vendors, customers, and employees share a Default coding account setting in their create and edit forms. Choose any active account in this client's chart of accounts: assets, liabilities, equity, revenue, or expenses. This identifies the preferred account for classifying transactions with that payee.

Selecting a payee in the Banking Post dialog, interactive transaction review, or the document entry form fills an empty account selection with this default when that account is available for the entry. You can change it before saving. An account already selected is preserved. For vendors, the default also fills unassigned eligible line accounts on new bills. Saving a payee default does not change existing transactions or post entries automatically.

Defaults belong to the client and are not copied between clients.

Vendors

Use vendors for businesses or people the client pays. The Vendors page supports search, export, create, edit, and journal drill-down. It also includes vendor compliance tools such as 1099 status filters, bulk 1099 status changes, and W-9 requests.

Open a vendor and choose Export Activity Excel to download posted journal activity directly linked to that vendor through the selected date. The workbook includes one row per journal entry and a second sheet with its linked journal lines. It covers all accounts, including direct checks and expenses. For the vendor's A/P control-account transactions and running balance, use Export A/P Excel instead.

Choose Import file to bring in up to 1,000 vendors from CSV or Excel. Put column headers in the first row, select the worksheet, and review the suggested column matches. Only the vendor name is required. You can also map company name, contact, email, phone, alternate phone, fax, address, account number, default coding account, payment terms, days due, credit limit, and notes. Unmapped columns are listed before import.

Use a whole number for Days due (for example, 30 or 0 for due on receipt). Imported Days due or Net Due columns also accept Net 30, Net 60, and Due on receipt. When only Payment terms is supplied, recognized Net terms determine the days due. An explicit day count takes precedence. Account number is the account reference assigned to the client by the vendor. Format account numbers and ZIP codes as text in Excel to retain leading zeros. Correct any reported row errors directly in the import review table. Existing active vendors are kept unchanged; update their details from the vendor's Overview tab. Names already used by a customer, employee, or inactive vendor must be resolved before the batch can be imported.

Set Default coding account in New Vendor or Overview to choose any active account from the client's chart of accounts, including assets, liabilities, equity, revenue, and expenses. This is the payee's preferred account for classifying a transaction. For file imports, supply its account code or unique full name. Existing Expense Account columns are still recognized, as are Default account, Coding account, and Default coding account. Unknown or ambiguous accounts can be resolved within the import review before the batch is saved. This default fills unassigned account fields on new bills when the account is eligible for bill lines; existing bills and explicitly selected line accounts retain their accounts. Default coding account defaults are specific to each client and are not copied between clients.

Fix an import without editing the file

After matching the columns, use Review and fix import data:

• Edit names, contact details, account references, terms, and other mapped cells directly in Wesley. Telephone 1 and Telephone 2 automatically map to phone and alternate phone.
• For duplicate vendor names, choose the value to keep for each conflicting field. Matching values and complementary blank cells are combined into one vendor. You can also rename a row to keep vendors separate.
• For an unknown account such as 9017, choose any existing active account, use Create account, or Leave account blank. The choice applies to all included rows using that reference. Creating an account saves it to Chart of accounts immediately, even if you later cancel the vendor import.
• Use Skip row or Skip these rows to exclude records. The Skipped filter lets you include them again. Reset row restores the original uploaded values and includes the row again.
• Search the review table or filter to Needs attention to find remaining issues. If a name belongs to another payee or an inactive vendor, rename or skip that row in Wesley and retry.

Your source file is unchanged. Import becomes available after all included rows pass validation. Existing active vendors keep their saved details.

You can merge duplicate vendors into one primary vendor. A merge moves linked records to the primary vendor, so review the selected source and target records before confirming. Delete is a separate bulk action and is appropriate only when the records and their links should be removed.

Customers

Use customers for parties that owe the client or appear on receivable activity. A customer can include a display name, email, billing address, and active status. The Customers page shows outstanding/open-invoice context and can export the current list to Excel.

From a selected customer, open related journal activity or edit the customer. Deactivating a customer retains prior links while removing it from normal active choices.

Choose Export Activity Excel in a customer's detail panel to download posted journal activity directly linked to that customer through the selected date, with entry summaries and linked lines. Use Export A/R Excel for the separate A/R control-account ledger and running balance.

Employees

Use employees when a journal or payment needs to identify a worker separately from a vendor. Employee records can be selected as payees during coding. Keep payroll-specific source documents and journal support attached to the relevant accounting activity.

Classes, locations, and projects

These dimensions answer different reporting questions:

Each list supports active/inactive records and basic create/edit/delete actions. Existing journal links remain when a record is deactivated. Deletion may be blocked when journal lines still use the record.

For customer work, select a Customer when creating or editing a project. Leave the customer empty for internal work or general tracking. Once a customer-linked project has journal activity or recurring invoices, its customer cannot change; create a new project for work belonging to another customer. Customers with linked projects cannot be deleted.

Assign a project to each relevant Bill expense line or Invoice revenue line. A Bill keeps its vendor as the payment recipient, and different lines can belong to different customers' projects. Customer-linked projects on an Invoice must belong to that Invoice's customer. Assigning a cost to a project does not automatically bill it to the customer.

Choose Profit & loss by project on the Projects page to compare project revenue, costs, and profit using the existing financial report. Select the reporting dates and accounting basis, and use the column controls to show the projects you need.

Use a consistent policy

Before review begins, decide which dimensions are required and document the policy in the client’s Bookkeeping Guide. Avoid creating near-duplicates such as New York, NY, and New York Office. For repeated activity, add the approved payee and tag choices to a narrow auto-coding rule.

Correct historical coding

In Banking, select one or more transactions, open Actions, and choose Set Tags to update Class, Location, and Project in one form. Leave any field unchanged to preserve its existing value, or choose the clear option to remove that tag. Posted transactions update every line in the linked journal entry. Pending transactions keep the selections and apply them when they are posted.

You can also use the related journal link from a payee detail view, or filter Journal Entries by payee, account, class, or other dimension. Make bulk changes only when every selected line should receive the same accounting treatment.