The Vendor's page is where you add, view, and maintain the vendors your hotels pay. This guide covers finding and searching vendors, adding a new vendor, the details stored on each vendor's record, and how to edit an existing vendor.
Navigation and Search
Vendors can be found under Administration, which is the gear icon on the left navigation bar. When the page first loads, you will see a list of all vendors.
To easily locate a vendor, use the Search box on the top left. You can also filter the list view by status (Active or Inactive) or by Hotel ID.
The vendor list can be exported using the triple-dot menu on the top right of the page. This menu also gives you the options to Merge Vendor or view a Change Log.
Add New Vendor
To add a new vendor, click Add Vendor. Vendors can also be added while creating a new transaction, Invoice, or Journal Entry.
After selecting Add Vendor, first enter the vendor's name. Since this vendor does not currently exist, click Add Vendor again.
Complete the vendor fields as needed:
Tax ID or Social Security Number is optional.
Default Payment Method – set how this vendor is typically paid. This can be changed within each new transaction; this field sets out the default that displays when using this vendor.
Invoices Due After – the payment terms from the vendor. This determines the due date populated when entering new invoices. It can be changed per transaction, but this sets the default.
Phone Number and Email are optional but are required for vendors paid using ePay.
Sales tax – check this if the tax is already included on the invoice. Un-check it if you need to accrue it for this vendor.
1099 vendor – select this if you will need to produce 1099s for this vendor in January.
Street Address and Account Number – Once an account number is entered, you can select the Hotel ID this should be assigned to.
When all fields are complete, click Add Vendor.
Vendor Details
The General tab is where vendor information such as address and contact details is stored.
There are additional optional selections on this page:
Contract Agency/Vendor: Turn this toggle on when the vendor is a Contract Labor Agency you use to pay Contract Employees via the Labor Management module. If you do not subscribe to Inn-Flow's Labor Management, this field is not needed. For more on paying Contract Labor employees, see the article How do I set up Contract Labor Employees?
Services: Note what services this vendor provides, along with any notes.
Posting Rules: Provide instructions to anyone entering invoices for this vendor on how you would like the invoice posted. This promotes consistency across invoice entries. For more information, see the article "What are Vendor Posting Rules?"
The Contracts tab is where you can add this vendor to multiple hotels. Each HID (Hotel ID) and its Account Number must be added in order for that hotel to use the vendor. Each HID may send payments to a different address – ensure all addresses are added within the General tab first, then choose the correct address from the Add Contract dropdown.
The Documents tab can be used to upload and store important items such as Workers Comp, General Liability, W-9s, or other tax and insurance information.
Edit a Vendor
To edit a vendor, enter the vendor's name in the Search bar on the top left and click the row to open the vendor slide-out. Update any information needed and click Save. Use the triple-dot menu to the right of the vendor to merge vendors if you have duplicates or deactivate them if they are no longer being used.
IF PRO TIP: Vendor contact information can be viewed after a vendor has been selected when entering a new transaction. Hover over the infographic to display the vendor's address – helpful for verifying the vendor's information is accurate before sending payment. You can also view Posting Rules by hovering over the link to see the rules for posting invoices for this vendor.