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Verified and Unverified Vendors in WickedFile

WickedFile automatically detects vendors from two main sources: Bank transactions Uploaded documents (such as invoices, credits, or statements) Every vendor that appears in your account will be classified as either Verified or Unverified. Understanding the difference helps you maintain clean, accurate vendor data and ensures your transactions and statements are properly linked.

What Is a Verified Vendor?

A Verified Vendor is one that WickedFile recognizes as a valid, active vendor in your system.
This means the vendor has either:

  • Been configured manually through the Vendor Configuration panel, or

  • Been matched automatically to an existing, recognized vendor profile.

Once a vendor is verified, it can be fully configured using the steps described in the Vendor Configuration Guide (link to your main vendor configuration article).

Benefits of Verified Vendors

✅ Can be categorized correctly (COGS, parts, sublet, tire, towing, etc.)
✅ Eligible for automated statement matching
✅ Included in reporting and reconciliation workflows
✅ Can be merged if duplicates exist

What Is an Unverified Vendor?

An Unverified Vendor is one that WickedFile has detected from a transaction or uploaded document, but does not recognize yet.
This can happen if:

  • The vendor name is new to your system

  • The vendor name appears slightly different from a known one (e.g., Advance Auto vs. Advance Auto Parts)

  • The document or transaction doesn’t have enough information to identify the vendor

Unverified vendors cannot yet be fully configured or included in automated matching until they’re verified.

How to Verify a Vendor

When you open an Unverified Vendor, WickedFile will prompt you to take one of the following actions:

  • 1. Map it to an existing verified vendor
    • Use this option if the unverified vendor is a duplicate or variation of an existing one.

    • Example: Advance Auto → map to Advance Auto Parts.

    • This ensures all documents, statements, and transactions are linked correctly under one vendor.

Screenshot 2025-11-13 at 11.06.51 AM

  • 2. Create a new vendor
    • If this is a new vendor, click create a new vendor to confirm it should be added to your system.

    • Once verified, the Vendor Configuration window will open where you can:

      • Clean-up vendor name
      • Is it a parts vendor?
      • Mark if it’s a COGS vendor or non-COGS vendor.
      • Assign a Category (e.g., Parts, Sublet, Tire, Towing, Supplies, Utilities, etc.).
      • Set whether it’s a Statement Vendor and define Statement Frequency.

    • Click confirm mapping.

Screenshot 2025-11-13 at 11.09.13 AM

  • 3. Ignore Vendor
    • If the vendor should not be tracked (for example, a subscription or a one-time non-business charge), select Ignore Vendor.

    • WickedFile will exclude it from future COGS or statement tracking.

Screenshot 2025-11-13 at 11.10.17 AM

💡 Tip: Once you verify a vendor, WickedFile will automatically recognize it in future uploads and transactions.


Common Scenarios

Scenario

Vendor Type

Recommended Action

Vendor appears as “Advance Auto” and “Advance Auto Parts”

Unverified (duplicate)

Merge vendors to unify records

New vendor appears from a new towing invoice

Unverified

Verify and configure as COGS → Towing

Recognized vendor with consistent naming

Verified

Continue normal processing

Best Practices

✅ Regularly review Unverified Vendors to prevent data fragmentation.
✅ Use Merge Vendors to maintain consistent naming across your system.
✅ Verify vendors as soon as they start appearing in transactions or uploads.
✅ Avoid creating unnecessary duplicates by verifying before configuring.