Add Vendor

Step-by-step Vendor Setup Guide

Follow the steps below to configure vendor creation and approval.

Step 1: Create a Workflow for Vendor Approval

Before adding vendors, you must define an approval workflow to ensure that new vendors go through a validation process.

1. Go to EDI → Vendors → Workflow.
2. Click Add Workflow button.
3. Enter a name: Vendor Creation Approval.
4. Click ✓ checkmark to save.

Now add a step:

1. Click Add Step button.
2. Enter a step name: Initial Review, and click ✓ to save.

Assign an approver:

1. In the Approvers tab, click the add icon to assign a user.
2. In the Add Actor popup:
   1. Select Type: User from the dropdown.
   2. Optionally edit the Description.
   3. Click the Select User icon.
   4. Choose user John Smith and click Select button.
   5. Click Save button in the Add Actor popup.
3. Activate the step.

Step 2: Create a Vendor

Once the workflow is ready, you can create a vendor record and send it for approval.

1. Go to EDI → Vendors → Create.
2. Fill in the following vendor fields:
   1. Name: Global Supplies Ltd.
   2. Number: VND00123
   3. Email: contact@globalsupplies.com
   4. Active: Yes
   5. Phone 1: +1 234 567 8900
   6. Phone 2: +1 234 567 8901
   7. Currency: US Dollar
   8. Comments: Preferred hardware supplier
3. Optionally, assign:
   1. Vendor Manager
   2. Contacts
   3. Billing Info
   4. Addresses
4. Click Send button to initiate the approval process.

Step 3: Vendor Approval

The approver defined in the workflow must review and approve the vendor creation request.

1. Open created Vendor details from Pending Approval tab.
2. Click the Approve button.

Step 4: Add Items for Approved Vendor

Once the vendor is approved, it becomes active and is listed on the vendor dashboard. You can now create items for this vendor.

To start, set up an approval workflow for item creation by following the same steps outlined in Step 1: Create a Workflow for Vendor Approval.

Then follow these steps:

1. Go to EDI → Purchase Items → Create.
2. Fill in the item fields:
   • Vendor: Global Supplies Ltd
   • Name: Office Laptops – Model X200
   • Code: LAP-X200-GS
   • Manufacturer Name: TechCore Solutions
   • Manufacturer Code: TCS-X200
   • Default UoM: select from the Select UoM popup
   • Batch / Serial / Inventory: enable as needed
   • Description: Business-grade laptops for internal use
   • Click Send to submit for approval.
3. Repeat the same steps to create a second item:
   • Vendor: Global Supplies Ltd
   • Name: Wireless Conference Headsets
   • Code: HS-WL-500
   • Add other details as above and send for approval.

Once both items are approved through the workflow, your company will have a vendor with two active items available for creating purchase orders.

Related Links

• Workflows
• Vendor: Create
• Items: Create