Set up vendors

Before you start

Vendors do not have their own product or SKU list. Assign them to templates and order lines where those products are sold.

Add a vendor

1. 1

   Step 1: Open the vendor dialog

   Go to Settings›Purchasing & accounting›Vendors and click Add Vendor. The Add Vendor dialog opens.

2. 2

   Step 2: Enter the contact details

   Enter Name, then Display Name, Email Address, Phone Number and Contact Person as needed. Address and Notes are optional.

   The email address is where purchase orders go. Name, display name, email and phone must each be unique within your store.

   

3. 3

   Step 3: Set order minimums

   Under Order minimums, enter Minimum quantity, Minimum order value, or both. Tick Enforce minimum quantity or Enforce minimum value when sending must be blocked.

   Unticked minimums provide a warning without blocking. The form now shows whether your minimum is a rule or a hint.

   

   Note

   Without View costs, the value minimum reads Costs hidden. Saving the vendor keeps that hidden value unchanged.

4. 4

   Step 4: Enter lead times

   Under Lead time, enter Build time (days) and Transfer to us (days). Use whole calendar days from 0 to 3,650.

   Leave an unknown value blank as Not set. The record distinguishes a known same-day value from missing information.

   See Set up lead times for how these days combine with options and delivery.

5. 5

   Step 5: Save the vendor

   Under Purchase orders, review Include SKU on PO items. It starts on and includes SKUs in this vendor's PDF, printout and email.

   Keep Active Vendor on and click Save Vendor. The vendor appears in the list.

   Choose a Commission code at the bottom of the dialog if needed; it saves as soon as you choose. That fallback applies when neither the line, template nor category sets one; see Commission.

Bring vendors in from Shopify

1. 1

   Step 1: Start the sync

   On the Vendors tab, click Sync from Shopify. Wait for Vendors synced from Shopify.

   If the message says the sync is still running, refresh in a moment to see the results. Your existing minimums and lead times are kept.

2. 2

   Step 2: Check the imported records

   Choose the Shopify tab. The table separates All, Manual and Shopify records, with counts.

   Open imported vendors to add missing purchasing contacts. Shopify names alone do not provide the email you need for a purchase order.

   Names match after spaces and capitalization are normalized. Missing vendors become active Shopify records; matching records are reused.

   A match can reset Display Name to Shopify's spelling. Choosing a Shopify product on a quote can also create its missing vendor.

Edit or switch off a vendor

1. 1

   Step 1: Open the existing vendor

   Click its row to open Edit Vendor. Change the fields you need and click Update Vendor.

   The table shows the saved details. Its default order puts the most recently updated vendor first.

2. 2

   Step 2: Make the vendor inactive

   Turn off Active Vendor and click Update Vendor. The Status column changes to Inactive.

   There is no delete control. To offer the vendor again, reopen it, turn Active Vendor on, and update.

   

What happens next

Active vendors are available on templates and order lines. An inactive vendor disappears from pickers.

Its templates remain available, but new lines have no vendor until staff choose an active one. Product screens add (inactive) after its name.

When you send a purchase order, OrderPilot checks minimums per PO. Drafts can be saved below them.

The value minimum uses the goods subtotal, excluding shipping, tax and landed costs. An unknown cost blocks sending when that minimum is enforced.

A missing vendor email changes the send button to Mark as sent. Add the correct address when OrderPilot should email the purchase order.

Important notes and tips

The vendor's Activity card offers earlier versions. Use History and restore when you need to inspect or undo a change.

If something goes wrong