TABLE OF CONTENTS

• Navigation and Search
• Add New Vendor
• Vendor Details
• Edit a 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'll see a list of all vendors.

To easily locate a vendor use the Search box on the top left. Additionally, you can filter the list view by status of 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. Within this menu you'll have 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 when creating a new transaction, Invoice, or Journal Entry. 

After selecting Add Vendor, first enter the vendors name. Since this vendor does not currently exist click Add Vendor again.

• The Tax ID or Social Security Number field is optional.
• Update the Default Payment Method, depending on how this vendor is typically paid. This can be updated within each new transaction, but here is the location to update the Default choice that will be displayed when using this Vendor moving forward. 
• Invoices Due After are the payment terms from the vendor, and will determine the due date that is populated when entering new invoices. Again, this can be changed within each new transaction, but this is the location to select the default that will populate. 
• Phone Number and Email are also optional but the will be necessary for vendors who are paid using ePay.
• Sales tax should be checked if the tax is already included on the invoice. Un-check it if you will need to accrue for it for this Vendor.
• Select 1099 vendor if you'll need to produce 1099s for this Vendor in January.
• Then add the Street Address and the Account Number. Once a customer number is entered you can select the hotel ID this should be assigned to.
• Click Add Vendor.

Vendor Details

The General tab is where the vendor information like address and contact information are stored. 

There are additional selections on this page that can be added, but are optional:

Contract Agency/Vendor: This toggle should be selected when the Vendor is considered a Contract Labor Agency that you may use pay Contract Employees via the Labor Management Module. If you do not subscribe to Inn-Flow's Labor Management, this is not a necessary field. For more information on paying Contract Labor employees via Labor Management see article: How do I set up Contract Labor Employees?

Services: This section is where you would notate what services this Vendor provides, and any notes. 

Posting Rules: This section is used to provide instructions to any user who will be entering Invoices for this vendor on how you would like the invoice posted. This promotes consistency among your invoice entries.   For more information, see article: What are Vendor Posting Rules?

The Contracts tab is where you can add this Vendor to multiple hotels. Each HID and their Account Number should be added in order for the hotel to use this Vendor. Each HID may have a different Address that they send their payments to. Ensure all addresses are added within the General tab, and then choose the proper address from the Add Contract dropdown.  

The Documents tab can be used to upload and store important items like Workers Comp, General Liability, W-9s or other tax or insurance information you'd like to store. 

Edit a Vendor

To edit a vendor enter the vendor name in the Search bar on the top left and click the row to open the Vendor slide-out. Update any of the information needed and Save.

Use the triple-dot menu to the right of the Vendor Merge vendors if you have duplicates or deactivate them if they're no longer being used.

IF PRO TIP: Vendor contact information can be viewed after a vendor has been selected when entering a new transaction. Simply hover over the infographic to display the Vendor's address. This is helpful for verifying that the Vendors information is accurate before sending payment. Also view Posting Rules by hovering over the link to view the rules for posting invoices for this Vendor. 

Other Helpful Articles related this Topic: 

Can I enter an invoice to 2 different vendors?

For Vendors, what does "Group Invoices by Default" mean?

What is Generic Vendor?