Vendors

Vendors are the companies that send you goods. This page shows you how to find a vendor, create one and keep its contact details and address up to date. It is for client users who can view vendors, and in particular for those who manage them.

Who can use this

• To see the vendor list and open a vendor you need access to View vendors.
• To create vendors, change them or import from Excel you need Manage vendors. Manage access includes viewing.

Your warehouse sets these switches for each user. If you can only view, the vendor page opens as read-only text. See View only and Administer access.

How to get there

Master data > Vendors

The vendor list

The list shows every vendor of your company. Under the page title Vendors the line of Help text reads "Manage your vendors. Click a row to edit a vendor."

The vendor list for a user who can manage vendors.

Buttons

The grid also has a search box (Search...) and the buttons Filters, Columns and Export; a Clear filters button appears when a filter is on. Your column and filter choices are remembered. See Searching, filtering and exporting lists.

Columns

All columns can be sorted and filtered. Click a row once, or move to it and press Enter, to open the vendor. One click is enough.

In the purchase order list and form, vendors are shown and searched by their vendor number (code), so keep the vendor number short and easy to recognise.

Create a vendor

1. On the vendor list, click New vendor.
2. Type the Vendor number, for example ACME-01. It is the only required field.
3. Fill in the other details on the Details tab and, if you want, the ship-from address on the Address tab.
4. Click Create vendor.

You see the toast Vendor created. and the new vendor opens. Click Cancel if you do not want to create the vendor.

The vendor page

At the top you see the word Vendor and the vendor number as the page title (New vendor for a new vendor, Edit vendor if an existing vendor has no number). The buttons next to the title are:

• A back arrow (Back to vendors) and a refresh button (Refresh). They show only an icon; the name appears when you point at them. Refresh drops changes you have not saved.
• With Manage vendors: Cancel (new vendor only), Create vendor (new vendor) or Update (existing vendor).

The page has two tabs: Details and Address. If you can edit, there is a grey line of Help text under each field (a view-only user does not see it), and required fields are marked with a red asterisk. A message about a missing required field is shown above the tabs, so you see it from either tab.

Details tab

The Details tab of a vendor.

Section Identity

Section Contact

Address tab

A vendor has one address only: the place the goods ship from. It is in a single section called Address. All fields are optional.

Some vendor settings are not shown in the portal (for example the warehouse's own receiving preferences). Saving in the portal never changes them.

Saving

• If the vendor number is empty, a red message Vendor number is required. appears above the tabs. Nothing is saved.
• Update shows the toast Vendor saved., reloads the vendor and shows Saved.
• Create vendor shows the toast Vendor created. and opens the new vendor.
• If the warehouse refuses the save you see a red banner Could not save the vendor: {0}, where {0} is the reason. Nothing is saved; correct the problem and click the button again.

When you save, the vendor is stored exactly as the form shows it: a box you have cleared is cleared in the vendor record too.

View-only users

Without Manage vendors the vendor page shows every value as plain text, with the blue note You have view-only access to this section. Contact your warehouse provider if you need to make changes. There is no input box or text area anywhere on the page, not even a greyed-out one. There are no Create vendor, Update or Cancel buttons.

• The Details tab shows two sections, Identity and Contact; the Address tab shows the one section Address.
• The rows are in the same order as the form. A field with nothing in it shows a dash (—), and a long description keeps its line breaks. The Help line under each field is not shown.

Messages you may see

Good to know

• You cannot delete a vendor in the portal.
• When you create a purchase order, the vendor search matches the vendor number only, not the company name.

Related pages

• Importing and exporting with Excel
• Master data
• Creating a purchase order
• View only and Administer access