Vendors - How to Add a New Vendor

ADDING A NEW VENDOR

1. Go to Inventory > Vendors. In the submenu, click on Manage Vendors.
2. On the tab that opens, click on the New Vendor button
3. A window will open and ask for the name of your new vendor.  Once entered, your vendor will show in the dropdown and will default to active (far right toggle.)
4. There are four tabs in the left tab group.  The General tab is the most important and should be filled in with Representative contact info.
5. The Order Minimum QTY or Amount can be set here.  Order Minimum Qty refers to pieces on the order. Order Minimum Amount is based on the total cost of goods of the items on the order. An entry on these lines controls when a Purchase Order shows on the default Orders (Waiting) tab.
   Order minimum Qty will only function if a Qty is entered. It could be the actual unit minimum the vendor has set or could be inputted as 1. When the purchase order generates above the minimum and above the total cost amount it will show in default Orders Waiting tab and in the Above Min list (if the vendor is activated by FieldStack.) Otherwise, the purchase order can still be accessed using the Select a Vendor drop down.
   
6. In the Order Contact Information, if you will email your Purchase Orders to your sales rep, the Order E-Mail field is important.  This is how FieldStack will send the Purchase order to your vendor. You may want to include your sales rep as well as yourself, so you are copied on sent purchase orders.
   
7. Account numbers may be entered in the tabs to the left.
   

ASSOCIATING ITEMS WITH YOUR VENDOR

In order to link items to your vendor you must first do two things:

1. Create an internal Vendor Code. This could be based on a convention within your company, by department, or by buyer. Example VEN0000001 or JIM0000002. Create your Vendor numbers outside of FieldStack and keep them in a way that the next user will know what the next number should be based on your naming convention.
2. Begin entering your first item into the database.
   
   

Once you have your new Vendor Code and an item to associate with your Vendor, you can move to the next step.

• Enter your newly-created Vendor Code into the Product Source Group field.
  
• Click on the Vendor Mapping button to the right of the Product Source Group field of your new unmapped item.
  
• Associate your new vendor with each location that will get products directly from this vendor.  If your warehouse is the only location that will get items from the vendor, choose your new vendor from the dropdown next to your warehouse, and map your store locations to your warehouse.
• Click Save.
•  IMPORTANT NOTE:  Changing the Vendor using the Vendor Mapping button does not only alter the Vendor of the one item you are editing.  It will re-map all items with that same Product Source Group code to the vendor you choose from the dropdown.
• When you return to Vendor Management and click on the VendorRef tab, you will see all the locations that are associated with your new vendor.
  
• At this point, you can return to your item or item list, go to the buying tab, and the new vendor will show up in the vendor dropdown.  If your company is set to primarily order goods into your Warehouse, the vendor will only show up in the list automatically when buying for the warehouse.  If you want to do a direct order to a store, you will have to choose Add New Vendor from the dropdown to choose your new vendor.
  
  

 IMPORTANT NOTE:  Creating a vendor allows you to associate that vendor with items and allows users to order those items from that vendor. It WILL NOT automatically generate reorders based on sales unless the vendor is added to the order process on the back end.  Contact FieldStack Support to have a vendor turned on for automatic replenishment.  There may also be additional settings for Support to put in place to make the vendor reorder in the best way it should.