Whenever a business runs out of something, they usually replenish their supplies using a vendor. For this reason, it is important that they can easily keep track of the vendors they use and the item list for each. In Inventory, users will be able to build and maintain the vendors used by their company.
The vendor setup page will be found by opening the setup menu and choosing Vendor.
Creating a new vendor
The vendor setup page will display any previous vendors that have been set up for your organization. To create a new vendor, click Add.
Vendor Name, Vendor Code, and Status will be the first fields you will fill out. If the Vendor is a Service Vendor, check the service vendor option. In Inventory, Service Vendors will provide different services to the business, like lawn care, rather than item orders. You can learn more about how Service Vendors will come into play for users in the Invoice article here.
Next, you will provide the Vendor Address and Ledger #. The Vendor Code and Vendor Ledger will be used and displayed in later interfaces.
Beneath that will be two fields where you can provide contact information for the vendor.
The last field will be where you can outline the financial terms for the vendor.
After a vendor has been built; you have the ability to create Vendor Groups. To do this, choose the Vendor Groups tab.
You can create a new vendor group by choosing ADD.
After a vendor group has been built; you can edit the group by selecting the carrot icon to the right of the group and selecting the pencil icon.
While editing a vendor group you can change its name and the order of the items in the group. The sort order chosen will be used in orders, invoices, and receiving.
If a vendor group does not contain any items it can be deleted by choosing the trashcan icon.
Assigning Vendors to Stores
After building your new vendors, they will be assigned to the stores that make up your hierarchy. To do so, click the Assign button at the top right-hand corner of the page.
The next page will display all of the Vendors that have been built. You can search for a vendor by using the Filter bar. From here, choose the Vendors you would like to add and click Next.
The next page is where you will select the stores you would like to assign the vendors to. Clicking the top-level checkbox for a group will select all of the stores beneath it. You can also select stores individually. The vendors that you are adding will be listed on the left side of the page.
Once you are finished choosing the stores, click Done.
Order & Delivery Schedule
If you are an admin. you will have the ability to designate an order and delivery schedule for a vendor. To do so, click on the Order and Delivery Schedule tab from the vendor menu.
On the order and delivery page, you will have the ability to set up the schedule settings. Clicking the Schedule Setting dropdown will only to pick whether the schedule will be order and delivery or delivery only.
Choosing order and delivery will prompt you to select an order day and delivery day. Selecting Delivery Only will require you to only choose a delivery day.
You will also have the ability to choose an order due by time and delivery time for the vendor.
After an order and delivery schedule has been built, it can be deleted by clicking the trashcan icon to the far right of its name.
Viewing EDI details for a Vendor
If your Vendor is set up to use an Electronic Integration, you can view the details of that integration under Vendor Details on the vendor page.
Hovering over the information icon to the right of Electronic Data Integration Enabled will display what integrations have been turned on for the Vendor.
While here you can also choose how "Ready to Receives" are generated for the vendor.
- Order means that Ready to Receives will only be generated when a purchase order is created for that Vendor.
- Invoice means that Ready to Receives will only be generated when an Invoice is created for that Vendor.