Introduction to merchants
Setting up merchants is essential to allow employees to code expenses using the correct merchant name. You can set up a list of merchants for your organization and employees can choose the correct merchant from this list while coding any expense.
By default, the merchant field is a free-form text field. Employees can simply type in the merchant name when submitting an expense. To make the merchant field more controlled, you can switch it to a select-type field by adding merchants to your org. In this case, employees will no longer be able to type freely; they’ll have to pick from the list you’ve defined.
Note: Always add a fallback merchant such as Unknown Vendor or Non-tracking Vendor. This ensures that if an employee purchases outside of your approved merchant list, they can still submit the expense by selecting this fallback option, instead of getting blocked.
Add merchants
You can add the list of merchants for your organization in Admin Settings > Organization > Merchants. Employees can choose the correct merchant from this list of merchants while coding an expense form.
Add a single merchant
Click on Add merchant.
Fill in the the merchant name.
Click on Add Merchant to confirm the action.
Add merchants in bulk
Click on Bulk Add Merchants.
Click on Download Template. This will download an Excel file to your computer.
Fill in the template with the merchants' name. Upload the file on the same screen by clicking on Upload File.
Import merchants from your accounting tool
If you’ve connected an accounting integration, you can also import merchants directly from your accounting tool, ensuring consistency between your books and expenses in Fyle.
Edit or delete merchants
To edit any merchant name, click on the merchant. Make the required changes and click on Save.
To delete any merchant(s), select the merchant(s) you want to delete using the checkbox(s). Click on Delete and confirm.
Set up auto-coding rules based on merchants
With Fyle, you can create rules based on merchants to make filling up expense details even faster. For example, if your merchant is Uber, you can instruct Fyle to automatically assign the expense category as Taxi. To learn more about merchant-based expense rules, click here.