Vendors

The Vendors activity is crucial for the Purchase Management process, as vendors are needed for selecting and managing orders and invoices. Delivery schedules are assigned to define when products will be ordered, ensuring timely delivery cycles. This structured approach helps maintain a consistent supply of goods, supporting smooth operations and accurate inventory management.

How do I add or update a vendor?

New vendors can only by added by an Administrator.  

Basic Steps:

1. Go to Vendors Administration

2. Select Add New Vendor

3. Enter Vendor Name

4. Enter Type = Standard

5. Toggle Recommended ON

6. Toggle Regular Invoice ON to allow this Purchase type to be used to enter invoices to be paid through an accounting practice

7. Toggle Manual Check ON to allow this Purchase type to be used to enter invoices to be paid using a check at the store

8. Toggle Paid In ON to allow this Purchase type to be used to enter credits for product that is paid provided in cash

9. Toggle Paid Out ON to allow this Purchase type to be used to enter receipts for product that is paid by cash

10. Toggle Credit Memo ON to allow this Purchase type to be used to enter negative invoices to be processed using an accounting practice

11. Toggle AP Voucher ON to allow this Purchase type to be used to invoice product to multiple stores in one invoice

12. Select Add

Advanced Steps:

1. Go to Vendors Administration
2. Select Add New Vendor
3. Enter Vendor Name
4. Enter Type = Standard
5. Toggle Image Required ON if an image must be uploaded for every transaction with this vendor
6. Scan Assist Summary Vendor is managed by the PAR OPS team
7. Adjust Populate Invoice Date, if applicable.  This setting  is used to define the business date to be applied for electronically imported invoices
8. Toggle Recommended ON
9. Toggle Price Control ON if price control entries will be setup for this vendor
10. Select the Production Kitchen Unit.  This is used only with a Commissary subscription.
11. Toggle Use PO Cost for Commissary ON if the store should not be allowed to adjust the received cost for Purchase Orders received from the vendors selected in PAR OPS as the Production Kitchen Unit**.**  This is used only with a Commissary subscription.
12. Toggle Auto Inovice # ON if the vendor does not provide their own invoice number and  PAR OPS should auto-create the invoice number
13. Toggle Auto Credit Memo # ON if the vendor does not provide their own credit memo number and  PAR OPS should auto-create the credit memo number
14. Short Document # is managed by the PAR OPS team
15. Enter Order Buffering % if the PAR OPS suggested value to be ordered should be auto increased for this vendor for each order
16. Select Delivery Time as Early if the shipment will be delivered before service or Late if it will be delivered once service has begun
17. Select Accept Documents form Closed Period if electronic invoice that are submitted with an Invoice date prior to the current working period should be imported.  Only invoices from the current period - 30 days will be imported and the Invoice Date will equal imported date
18. Select Default Source for Suggested Orders
    • Suggested Order Template
    • Vendor Price Catalog Items
19. Select a Default Order Preference
20. Enable B2B is configured by the PAR OPS team
21. Select B2B Integration Default option.  Note: This setting will only apply to vendors assigned to new stores.
22. B2B Vendor Global Code is configured by the PAR OPS team
23. Multiple B2B Invoices per PO is configured by the PAR OPS team
24. Toggle Use Contract Price for Purchasing ON, if applicable
25. Toggle Auto Approve Invoice ON if the electronically import invoice should be auto approved
26. Toggle Allow Order Due Alerts ON to alert the manager when the next order is due based on the Delivery Schedule
27. Toggle Auto Link Vendor Items ON to link new vendor items automatically when there is an existing link matching the new item
28. Toggle Regular Invoice ON to allow this Purchase type to be used to enter invoices to be paid through an accounting practice
29. Toggle Manual Check ON to allow this Purchase type to be used to enter invoices to be paid using a check at the store
30. Toggle Paid In ON to allow this Purchase type to be used to enter credits for product that is paid provided in cash
31. Toggle Paid Out ON to allow this Purchase type to be used to enter receipts for product that is paid by cash
32. Toggle Credit Memo ON to allow this Purchase type to be used to enter negative invoices to be processed using an accounting practice
33. Toggle AP Voucher ON to allow this Purchase type to be used to invoice product to multiple stores in one invoice
34. Select Add

How do I modify a vendor?

1. Go to Vendors
2. Select the vendor
3. Enter the proper adjustments
4. Select Save

How do I delete a vendor?

Vendors cannot be deleted. Turn off the Visible toggle to prevent stores from using the vendor for future orders or invoices.

How do I update a vendor's delivery schedule?

1. Go to Vendors
2. Set Purchase Type and Delivery Time
   1. Select Default Purchase Type field
      1. Select a Default Purchase Type
   2. Select Delivery Time field
      1. Select a Delivery Time
3. Set Delivery Schedule
   1. Select Vendor line or Chevron
   2. Select Delivery Schedule tab
   3. Select Add Schedule
   4. Select Delivery Frequency
   5. Select Delivery Days
   6. Enter Lead Days

How Do I Set a Minimum Order Quantity for a Vendor? (Administrator)

Administrators can use the Vendors Administration activity to set vendor-specific minimum order quantities to help prevent fees and fines.

1. Go to the Vendors Administration activity.
2. Select the Options Tab.
3. Locate the desired vendor.
4. In the Minimum Order Quantity Warning column, enter the desired minimum order quantity.
5. Select Save.

How Do I Set an Order Cutoff Time for a Vendor? (Administrator)

Administrators can use the Vendors Administration activity to specify an order cutoff time, preventing users from sending orders that are not allowed by the vendor.

1. Go to the Vendors Administration Activity.
2. Select the Chevron next to the vendor you'd like to edit.
3. Select the Default Delivery Schedule tab.
4. Select a Cutoff Time.
5. Select Save.

FAQ

Who cares about vendors?

Vendors are important to various stakeholders within an organization, including procurement teams, inventory managers, finance departments, and compliance officers. These stakeholders rely on vendors to ensure a steady supply of goods and services, maintain accurate financial records, and comply with regulatory requirements.

What is the goal of vendors?

The primary goal of vendors in enterprise systems is to maximize value from vendor relationships while minimizing risks and costs. Effective vendor management ensures timely delivery of quality goods and services, optimizes procurement processes, and supports overall business performance.

Where can this information be viewed?

Vendor information can be viewed in the enterprise system's vendor management module. This centralized platform stores all vendor details, contracts, and delivery schedules, providing real-time visibility into vendor performance and compliance.

What other reports or activities are impacted by an entry in vendors?

Entries in vendors impact several reports and activities, including inventory reports, which reflect accurate stock levels; financial reports, which update the value of inventory and cost of goods sold; compliance reports, which ensure regulatory adherence; and supply chain management, which optimizes logistics and reduces costs.