Adding Vendors

Create vendor records to track your suppliers and their products.

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Quick Add

The fastest way to add a vendor:

1. Navigate to Vendors
2. Click Actions → Add Vendor
3. Enter the vendor name
4. Fill in additional details as the form progresses
5. Click Add Vendor

Watch it in action:

You can add details later—only the name is required.

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Full Vendor Setup

For complete vendor information, fill out all sections:

Basic Information

Field	Description	Required
Name	Company name	Yes
Description	Notes about the vendor	No
Status	Active or Inactive	No (defaults to Active)

Contact Information

Field	Description
Contact Name	Your sales rep or main contact
Email	Order or contact email
Phone	Phone number
Website	Vendor's website
Address	Physical address

Ordering & Scheduling

Field	Description
Open Days	Days the vendor accepts orders
Delivery Days	Days the vendor delivers
Lead Time	Days between order and delivery
Order Cutoff	Latest time to place orders
Minimum Order Value	Minimum dollar amount per order
Minimum Order Quantity	Minimum units per order

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Ordering Schedule

Set when you can order and receive deliveries:

Open Days

Days the vendor accepts orders. Click to select:

[ ] Mon  [✓] Tue  [✓] Wed  [✓] Thu  [✓] Fri  [ ] Sat  [ ] Sun

Delivery Days

Days the vendor makes deliveries:

[✓] Mon  [ ] Tue  [✓] Wed  [ ] Thu  [✓] Fri  [ ] Sat  [ ] Sun

Lead Time

How many days in advance you need to order:

Lead Time	Meaning
0 days	Same-day delivery available
1 day	Order today, receive tomorrow
2+ days	Order in advance

Order Cutoff Time

Latest time to place an order for it to count as that day:

• 2:00 PM — Orders after 2 PM count as next business day
• No cutoff — Orders accepted anytime

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Minimum Orders

Some vendors require minimum order amounts:

Minimum Order Value

The dollar amount you must reach:

Setting	What It Means
$0	No minimum
$150	Must order at least $150 worth
$500	Must order at least $500 worth

Minimum Order Quantity

The unit count you must reach (less common):

Setting	What It Means
0	No minimum
5	Must order at least 5 items

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From the Dashboard

Add vendors quickly from the dashboard:

1. Find the Vendors card (on page 2 of the flow diagram)
2. Hover over the card and click the + button
3. Fill in vendor details
4. Click Add Vendor

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From Invoice Scanning

When you scan an invoice from a new vendor:

1. The system detects the vendor name
2. If not recognized, you can create a new vendor
3. Enter details in the resolution screen
4. The vendor is created and linked to the invoice

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Finding Vendors

Search

Use the search bar to find vendors by name:

Filter by Status

Filter vendors by Active or Inactive status:

Advanced Filters

Click Filters for more options like contact name, email, and sorting:

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Editing Vendors

To update vendor information:

1. Go to Vendors
2. Click the vendor name
3. Click Edit in the navigation bar
4. Update fields
5. Click Save

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Archiving Vendors

No longer using a vendor? Archive instead of deleting:

1. Open the vendor
2. Click Archive
3. Confirm

Archived vendors:

• Don't appear in vendor dropdowns
• Keep all historical data (invoices, prices)
• Can be restored anytime

To view archived vendors: Vendors → Archived filter

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Common Questions

Q: Can I have multiple vendors with the same name?
A: Yes, but it's not recommended. Use distinguishing details (location, account number) in the name if needed.

Q: What happens if I delete a vendor?
A: Vendors are archived, not deleted. Historical data is preserved. To permanently remove, contact support.

Q: Do I need to set the schedule information?
A: It's optional but helpful. It enables features like "next available order date" and minimum order warnings.

Q: Can different locations have different vendors?
A: Yes. Vendors are location-specific. Each location maintains its own vendor list.

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Next Steps

• Vendor Items — Add products from this vendor
• Preferred Vendors — Set as preferred for ingredients
• Invoice Scanning — Process invoices from this vendor