Vendors - Store Employee

Vendors - Store Employee

Vendors Overview

Before accessing the "Purchase Orders" or "Invoices" module, it’s important to understand that vendors must first be set up in the Control Center by authorized users. This setup ensures that all procurement activities are tied to pre-approved, system-configured vendors.

While you may not have permission to create or edit vendor records, being able to view vendor information helps you verify supplier details, ensure correct vendor-item associations, and maintain awareness of procurement relationships.

This article will walk you through:
  1. How to access the "Vendors" module in Control Center
  2. What vendor information you can view
  3. How vendor records support purchase order workflows

1. Reaching the "Vendors" Module

To reach the "Vendors" module, follow the below steps:
  1. Step 1: Log into Control Center
  2. Step 2: Choose Location
  3. Step 3: Choose Maintenance
  4. Step 4: Choose Vendors
Figure 1.1 below will help you better understand the navigation.
                                                                                         Figure 0.1                                                                   

Understanding the "Vendors" Module

After clicking "Vendors" from the left panel, you will be redirected to the "Vendors" module itself by default.


                                                                               Figure 0.2
Key Information:
  1. View Vendors: Click the View icon to view detailed information about the selected vendor.

1. Viewing Vendors

The "View Vendor" screen provides a comprehensive summary of a vendor's profile within the system.

It combines key business information, contact details, EDI (Electronic Data Interchange) settings, and operational flags that are vital for managing vendor relationships effectively.

The layout is divided into four main sections for clarity and ease of access:

                                                                                                        Figure 1.1

 1. Vendor Information: This section captures general and operational settings related to the vendor.
​
Here's a breakdown:

  1. Name: The registered name of the vendor in the system. This identifies the vendor for all purchasing and reporting purposes.

  2. Note: A free-text field used to record internal comments, instructions, or reminders regarding the vendor. This is optional and may be left blank.

  3. Minimum Order Amount: Defines the least monetary value required to place an order with the vendor. For example, a value of 0.01 means even very small orders are allowed.

  4. Minimum Piece Count:

    • Yes: The system enforces a minimum quantity of items per order.

    • No: No minimum quantity restriction is applied.

  5. Accounting Export Code / Vendor Code: These fields are used for accounting integrations or vendor identification in external systems. They may be left blank if not used.

  6. Allow Vendor Returns:

    • Yes: The system permits product returns to this vendor.

    • No: Returns to this vendor are disallowed by default.

  7. Do Not Export:

    • Yes: Vendor information is excluded from export processes (such as accounting syncs).

    • No: Vendor data can be exported as needed.

  8. Active:

    • Yes: The vendor is active and available for transactions.

    • No: The vendor is inactive and likely hidden or restricted in system operations.

  9. Auto Apply – EDI Auto:

    • Yes: EDI (Electronic Data Interchange) rules are automatically applied to this vendor.

    • No: EDI rules must be manually configured or are not applied.

  10. Locations: Indicates where the vendor is enabled. If set to All, the vendor is accessible across every store or business location in the system.

2. Contact: The Contact Panel contains the primary contact details for the vendor. This information is crucial for communication, billing, shipping coordination, and maintaining accurate records. 

Fields:

    • Full Name: The name of the primary contact person at the vendor’s organization. This helps personalize communication and establish a clear point of contact.
    • Phone: The vendor’s phone number for calls related to orders, support, logistics, or general inquiries.
    • Email: The vendor's primary email address. This is typically used for sending purchase orders, confirmations, or other formal communication.
    • Fax: An optional field used to store the vendor’s fax number, if applicable. Useful for vendors still relying on fax communication.
    • Address Line 1 & 2: These fields capture the vendor's street address. Line 1 is for the main address; Line 2 is for additional address info like suite or building numbers.
    • City, State, Zip: Standard location details that, together with the address lines, define the vendor's physical or mailing location. This is important for shipping, tax calculation, and documentation.

3. Locations Panel: The Locations Panel indicates the store or business locations where the vendor is active and available for transactions. This setting helps control vendor visibility and access within a multi-location retail or enterprise environment. 
  • Locations: All: This means the vendor is available and usable across all configured business locations in the system.
  • Locations: Specific: If a specific list of locations is displayed, it means the vendor is restricted to those particular stores only. 

    • Related Articles

    • Employee Sales Report - Store Employee

      Employee Sales Report Overview The "Employee Sales Report" in the FTx Cloud POS system is a detailed summary that tracks and displays individual employees' sales performance over a selected period. This article includes information about: How to ...

    • Locations

      Locations Overview Locations represent the physical retail store sites, each with a unique address identifying where it is situated. Every location is associated with a Pricebook Zone, which determines the product's cost and retail pricing based on ...

    • Worksheets - Store Employee

      Worksheets Overview A Return Worksheet is a feature used to manage and process product returns, ensuring that returns are tracked systematically, authorized correctly, and accurately recorded in both inventory and financial records. In FTx Cloud POS, ...

    • Purchase Orders - Store Employee

      Purchase Orders Overview A Purchase Order (PO) is a process used to procure products for a store from a vendor. You can create a purchase order, specifying the vendor, quantities, and agreed prices for products. POs can only include parent items and ...

    • Brand Sales Report - Store Employee

      Brand Sales Report Overview The "Brand Sales Report" displays all sales for the brand within a specified time frame. A brand sales report is essential for analyzing a brand's performance within a company. It’s a strategic tool for understanding, ...