Supplier records in Accounts Payable can carry different edit rules depending on where they came from. This article explains when you can rename a supplier directly in Weel, why Xero-sourced suppliers are read-only, and how a name change in Xero reaches Weel. It also covers what stops duplicate supplier records being created from receipt uploads.
How It Works
- Editing in Weel: Approving a bill only reviews supplier details; rename a Pending supplier yourself, or use Edit all suppliers once it's Approved.
- Xero-sourced suppliers: Read-only in Weel by design, so you always edit the name in Xero, then re-sync to bring the update across.
- Xero change detection: Weel flags updated Xero contacts automatically, or you can run Re-sync from Xero yourself for an instant pull.
- Weel to Xero export: Exporting a bill creates a matching Xero contact automatically and reuses it on every future export, but only in that direction.
- Duplicate prevention: Uploaded bills and invoices are automatically matched to existing suppliers by name, plus an exact BPAY biller-code match; bank details aren't part of this check.
- Card and reimbursement receipts: These skip the Supplier record; you can't edit a card transaction's merchant name, but a reimbursement's name is editable text.
Good to know
- A new supplier created from a partly-read invoice starts as Draft. A close-but-not-exact name match can also create a new Draft or Pending record instead of matching an existing one, so confirm the name and merge duplicates manually if needed.
- Owners and Admins can edit Approved suppliers by default; the Edit all suppliers permission can also be granted to an Accountant, Team Member, or custom role.
- A Xero rename doesn't retroactively update invoices already coded to the old name, and renaming a Weel-native supplier after its Xero contact exists doesn't push back; update that contact separately.
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