Manage Vendors and Vendor Properties


Overview

Sellercloud allows you to Create and Manage Vendors, so you can effectively control your product inventory supply. Based on your business needs, you can utilize different functionalities to manage your Vendor Promotions and Vendor Invoices.

Once a Vendor is created in Sellercloud, you should configure its default settings. You can also assign the product’s Default Vendor – your primary or most frequently used product vendor. Each product can have multiple vendors at the same time, but only one Default Vendor.


Vendor Properties

To access Vendor Properties, navigate to Purchasing > Vendors > Manage Vendors > Click Search > Select the desired Vendor.

General

FieldDescription
Vendor NameEnter the selected Vendor’s name.
Default CurrencyChoose a default currency for your Purchase Orders, from the dropdown menu.
Quickbooks VendorIf applicable, specify the name of the Vendor in Quickbooks accounting software.
AliasAlternative Vendor Name.
Account NumberVendor Account Number.
EmailEnter a Vendor contact email to receive your POs.
Email CCAlternative contact email to be copied in PO emails.
WebsiteThe website associated with the specific Vendor.
Default VendorCheck Default Vendor to mark this Vendor as default.
Is ActiveCheck Is Active to indicate that the Vendor is functional.

Payment

FieldDescription
Payment TermsClick the plus sign to Add Payment Terms such as:

  • Terms Description 
  • Days to Pay 
  • Days to Pay Discount
  • Discount
Restock PastDays past the last Vendor restock, used to calculate your Predictive Purchasing.
Restock FutureDays till next Vendor restock, used to calculate your Predictive Purchasing.
Free Shipping OverOnce this amount is reached, the shipping will be considered free, as agreed with the Vendor.
Small Order ThresholdOrders below the appointed dollar threshold, are considered Small orders, and therefore Small Order Fee applies.
Small Order FeeApplicable to Orders with a total value that is below the appointed Small Order Threshold.
Lead Time To ShipEstimated Period before shipping. 
Lead Time to Ship (From Site)Estimated Period before shipping from Site.
Min Po AmountThe minimum dollar amount for a PO to be created.

Billing Address

FieldDescription
First NameGiven name that appears in the billing details.
Last NameSurname to appear in the billing details.
BusinessEntity to be marked in the bill.
CountryThe country of the entity to appear in the bill. 
AddressThe business address of the entity to appear in the bill. Address Line 2 (Optional) – alternative billing address.
ZIP CodeEntity’ ZIP Code
CityCity of entity to appear in the bill. 
StateState of entity to appear in the bill. 
PhoneContact phone of the business entity to appear in the bill. 
FaxFax number of the business entity to appear in the bill. 

Preferences 

FieldDescription
Po Email TemplateAn Email Template to which your PO will be attached and sent to your Vendor. 
Default PurchaserPredefined Buyer Name in your PO.
Default Warehouse For DropShipSelect the default warehouse for Dropship POs. This can only be a warehouse without Bins.
Default Warehouse For Regular POSelect the default receiving warehouse for regular POs. This can be a warehouse with or without Bins.
PO Export FormatSelect the desired export format of your PO.
File Name FormatChoose the default file name format of your PO.
Enable Send Multiple PO in One EmailCheck to permit multiple POs in a single email.
Is DistributorCheck to mark the Vendor as a Distributor. 
Is In House VendorCheck to indicate that the Vendor is an in-house supplier.
PO Multi Discount Treat As DiscountCheck to include applicable discounts in the PO total.
Treat PO Prices As Average CostCheck to include PO prices in the Product’s Average cost calculation. 

Ship from Address

FieldDescription
First NameGiven name of the shipper.
Last Name Surname of the shipper.
BusinessEntity that processes the shipment.
CountryCountry from which the shipment will be processed.
AddressThe address from which the shipment will be processed. Address Line 2 (Optional) – alternative address.
ZIP CodeZip Code from which the shipment will be processed.
CityCity from which the shipment will be processed.
StateState from which the shipment will be processed.
Phone Phone number of the shipping contact.
FaxFax number of the shipping contact.

Import Vendor Prices

Sellercloud enables you to import Vendor SKUs and Vendor Prices: Go to Purchasing > Tools > Import Purchase Info > Import Vendor Price.

To add Vendor SKUs and Vendor Prices in bulk, use the VendorSKU.txt template. Purchase orders created with that vendor selected will auto-populate their Unit Cost field with the Vendor price. The file can also be created in Excel and saved as a .txt file.

Template columns are:

  • Product ID — Product SKU used by Sellercloud as the unique identifier for an item.
  • Vendor — Use the vendor name.
  • VendorSKU — SKU the vendor wants people to use when submitting purchase orders
  • Vendor Qty — required product quantity.
  • Vendor Price — price the vendor charges you for the product.
  • Is Default Vendor For Product— if there are multiple vendors for a particular product, one can be associated as the main vendor (valid values: True, False).
  • Is Available — states if the product is available from the vendor (valid values: True, False).
  • PricePerCase — Vendor’s price per case.
  • QtyPerCase — Product’s quantity per case.
  • VendorPricesNotes — Purchasing notes for your Vendor on a product level.
  • _ACTION_ — this column enables you to _ADD_ or _DELETE_ Vendor products. 
To export consolidated information and template with the Product ID and other data populated to match what is entered in Sellercloud, select the items in the Manage Catalog page and choose Action > Export Products (Catalog)… > Choose Standard > Vendor SKUs. To define your export columns, select Custom > click Next > Add the required columns and then Export.

Once your Import document is ready, select your File and click Import. To ensure that no new Vendors are created by your import, check Do Not Create Vendor If Not Exists.

 A Queued job will be created and can be reviewed on your Manage Queued Job page. 


Toolbox Options

You can find and manage further properties in your Vendor’s Toolbox:

  • Additional Properties – Insert additional Vendor information.
  • Categories – In this section, you can assign and delete different Vendor categories.
  • Change Log – Here you can find all Vendor changes and updates applied in Sellercloud. 
  • Default Vendor Products – Select to display a list of all products, for which the specific Vendor is Default.
  • Dropship Preferences – You can define specific Dropship Preferences in this section.
  • Email History – Use to find the history of all PO emails sent to the specific Vendor via Sellercloud.
  • Invoices – Here you can search and manage your Vendor Invoices.
  • Multi Discounts – The Enable Multi Discount For Purchase Orders Client Setting must be enabled in order to manage and apply multiple vendor discounts.
  • Payments – In this tab, you can search and manage your Vendor Payments.
  • Products – Select to display all products, supplied by this Vendor, so you can manage them. 
  • Purchase Orders – A grid with all Vendor POs, which you can Mark Paid/Unpaid, Print to PDF, or Download Vendor Invoices. You can also create new Purchase Orders for this vendor, or see the existing Transactions linked to specific POs.
  • Rebates – Here you can set, edit, delete, and activate Vendor rebates. 
  • Receive Sessions – A search engine for all Vendor PO Received Shipments reflected in Sellercloud.

Additional Properties

You can insert additional Vendor Properties in this section, such as Vendor CellPhone and Warranty: Vendor Return Policies.

Change Log

Navigate to Change Log, to display Vendor’s settings changes. You can see who initiated the change and when. 

Dropship Preferences

In this section, you can determine your Vendor Dropship Preferences.  

FieldDescription
DropShip Email TemplateFirst, create a dropshipping email template in your Company Settings > Toolbox > Email Settings > Email Templates > Add New Template

Then, select the email template from the dropdown menu and Save.

Order # PrefixDedicated prefix to be added to each Vendor dropship order.
Shipping Method Select Vendor’s default shipping method for orders you dropship.
Shipping Method (Rush)Select Vendor’s default shipping method for Rush Orders.
DropShip FeeDropshipping charge, imposed by the supplier of the dropshipping service. 
General Shipping InstructionsEnter universal shipping instructions.
Do Not count Inventory for DropShip POCheck to exclude product’s addition and deduction amounts, associated with direct dropshipping, from the product’s available inventory in Sellercloud.
Enable Reminder emails for Dropship OrdersCheck to enable the use of dropshipping reminder emails and define:

  • Reminder email template – choose a template from the dropdown menu.
  • Send reminder in Days – set amount of days, after which the reminder will be sent.
Send Export PO via FTPCheck for Vendors that can receive POs via FTP and enter their FTP details:

  • FTP Server
  • FTP Username
  • FTP Password
  • Remote Directory
  • FTP Port
  • Use Passive Mode For FTP (if required).

Products

In this tab you can Add Products and alter product’s Quantity, Availability, Vendor SKU, Price, Case price, and Vendor Notes. Here you can also Search and Export Vendor Products, and display History of Vendor product changes. 

Based on your business needs, you can add and remove Vendor Products Individually and In Bulk: 

  • Individual product change:
    1. Click Edit and select the + sign.
    2. Search and check the desired products.
    3. Click Add Selected, or Add & Close if done. 
    4. The newly added SKUs will appear on top. Click Save to finalize the change.
    5. To delete a Vendor Product, click on the Delete sign, next to the History hyperlink.
  • In Bulk product changes:
    1. Click Edit and select the Upload Vendor Products icon.
    2. The below pop-up will appear.
    3. Download the Vendor SKU file (available formats Tab Delimited, CSV and Excel).
    4. Populate the product IDs and their details and indicate the desired _ACTION_ – either _ADD_, _DELETE_, or _UPDATE_.
    5. If required, choose a Schedule Job Date and click UPLOAD, to proceed.
    6. A Queued job will be created and can be reviewed on your Manage Queued Job page. 

Overview

Sellercloud allows you to Create and Manage Vendors, so you can effectively control your product inventory supply. Based on your business needs, you can utilize different functionalities to manage your Vendor Promotions and Vendor Invoices.

Once a Vendor is created in Sellercloud, you should configure its default settings. You can also assign the product’s Default Vendor – your primary or most frequently used product vendor. Each product can have multiple vendors at the same time, but only one Default Vendor.


Vendor Properties

To access Vendor Properties, navigate to Settings > Vendors > Select the desired Vendor Name.

A list of Vendor Settings will be displayed:

  • General Information
      • Input Vendor’s general settings.
  • Contact Info
      • Enter Billing and Shipping information.
  • Additional Properties
      • Insert additional Vendor information e.g. Vendor Cellphone, Warranty: Vendors Return Policies, etc.
  • Categories
      • Select and assign Vendor Categories.
  • Products
      • Display all products supplied by this Vendor, so you can manage them.
  • Notes
      • Insert, edit, or remove any Notes for your Vendor.
      • A grid with all Vendor POs, which you can Mark Paid/Unpaid, Print to PDF, or Download Vendor Invoices.
  • PO Items by Invoice#
      • Used to Seach Received Products by an Invoice Number.
      • A template email to which your PO will be attached and sent to your Vendor. 
      • Use to define Vendor Dropship settings.
    • Promotions 
      • Here you can specify Vendor promotions parameters, such as duration, discount value and type.
      • To manage Vendor multi-discounts. You can define the discount type, amount, and calculation type.
  • Rebates
      • Here you can set, edit, and delete Vendor rebates. 
  • Emails
      • A Log of your emails sent to the Vendor via Sellercloud.
      • Here you can search and manage your Vendor Invoices.
      • In this tab, you can search and manage your Vendor Payments.
      •  A Search engine for all Vendor PO Received Shipments, reflected in Sellercloud.
  • Change Log
    • Here you can find all changes and updates applied to the Vendor settings in Sellercloud. You can see who initiated the change and when. 

General Information

FieldDescription
Default VendorCheck to assign a Default vendor if you are using only one vendor or for your most frequently used one among multiple vendors.
Vendor is ActiveCheck Is Active to indicate that the Vendor is functional.
Is DistributorCheck to mark the Vendor as a Distributor. 
Is In-House VendorCheck to indicate that the Vendor is an in-house supplier.
Default CurrencyChoose a default currency for your Purchase Orders, from the dropdown menu.
Vendor NameEnter the selected Vendor’s name.
QuickBooks VendorIf applicable, specify the name of the Vendor in Quickbooks accounting software.
Vendor Alias Alternative Vendor Name.
Account NumberVendor Account Number.
EmailEnter a Vendor contact email to receive your POs.
Email CCAlternative contact email to be copied in PO emails.
WebsiteThe website associated with the specific Vendor.
Payment TermThe timeframe in which a payment should be processed. 
Default Warehouse For DropShipSelect the default warehouse for Dropship POs. This can only be a warehouse without Bins.
Default Warehouse For Regular POSelect the default receiving warehouse for regular POs. This can be a warehouse with or without Bins.
Predicted Purchasing days PastDays past the last Vendor restock, used to calculate your Predictive Purchasing.
Predicted Purchasing days futureDays till next Vendor restock, used to calculate your Predictive Purchasing.
Free Shipping overOnce this amount is reached, the shipping will be considered free, as agreed with the Vendor.
Small Order AmountOrders below the appointed dollar threshold, are considered Small orders and therefore Small Order Fee applies.
Small Order FeeApplicable to Orders with a total value that is below the appointed Small Order Amount.
Return Fee TypeChoose a type of Return Fee:

  • FixedAmount
  • Percentage
Return Fee AmountEnter the desired Return Fee.
Lead time to Ship (from Site)Estimated Period before shipping from Site.
Lead time to Ship (from Vendor)Estimated Period before shipping from Vendor.
Treat PO Prices on Average CostCheck to include PO prices in the Product’s Average cost calculation. 
Enable Send Multiple PO in one emailCheck to permit multiple POs in a single email.
PO Multi discount treat as discountCheck to include applicable discounts in the PO total.
Display PO on Product Dashboard PanelCheck to incorporate the PO panel on the Product’s Dashboard.

Contact Info

Billing Information

FieldDescription
First NameGiven name that appears in the billing details.
Last NameSurname to appear in the billing details.
AddressBusiness address of the entity to appear in the bill. 
Address 2 Alternative billing address.
CityCity of entity to appear in the bill. 
StateState of entity to appear in the bill. 
ZipCodeEntity’ ZIP Code
CountryThe country of the entity to appear in the bill. 
PhoneContact phone of the business entity to appear in the bill. 
FaxFax number of the business entity to appear in the bill. 

Shipping Information

Press Copy Billing to replicate the information from the Billing Information fields.

FieldDescription
First NameGiven name of the shipper.
Last Name Surname of the shipper.
AddressAddress from which the shipment will be processed.
Address 2Alternative shipping address. 
CityCity from which the shipment will be processed.
StateState from which the shipment will be processed.
ZIP CodeZip Code from which the shipment will be processed.
CountryCountry from which the shipment will be processed.
Phone Phone number of the shipping contact.
FaxFax number of the shipping contact.

Dropship Preferences

FieldDescription
DropShip Email TemplateFirst, create a dropshipping email template in your Company Settings > Toolbox > Email Settings > Email Templates > Add New Template

Then, select the email template from the dropdown menu and Save.

PO Export FormatChoose a PO Export Format from the dropdown menu.
Custom FormatSelect an Export Mapping profile or an applicable Company plugin.
Order # PrefixDedicated prefix to be added to each Vendor dropship order.
Shipping Method (Default)Select Vendor’s default shipping method for orders you dropship.
Shipping Method (Rush)Select the Vendor’s default shipping method for Rush Orders.
DropShip FeeDropshipping charge, imposed by the supplier of the dropshipping service. 
File Name formatChoose the default file name format of your PO.
General Shipping InstructionsEnter universal shipping instructions.
Do Not count Inventory for DropShip POCheck to exclude product’s addition and deduction amounts, associated with direct dropshipping, from the product’s available inventory in Sellercloud.
Enable Reminder emails for Dropship OrdersCheck to enable the use of dropshipping reminder emails and define:

  • Reminder email template – choose a template from the dropdown menu.
  • Send reminder in Days – set amount of days, after which the reminder will be sent.
Send Export PO via FTPCheck for Vendors that can receive POs via FTP and enter their FTP details:

  • FTP Server
  • FTP Username
  • FTP Password
  • Remote Directory
  • FTP Port
  • SSL Allowed Ciphers
To Test FTP Credentials, select the Action from the dropdown menu.

Products

In this section, Sellercloud enables you to:

    • Search for SKU or Vendor SKU.
    • Add Products
    • Edit Product’s:
      • Notes 
      • Quantity 
      • Availability
      • Price
      • Price/Case
      • Qty/Case
  • Display History of Vendor product changes.

Via the Select Action dropdown menu, you can also Add to PO and Export Vendor Products.


Import Vendor Prices

Sellercloud has the capability to import Vendor SKUs and Vendor Prices: Go to Inventory > Import Product Info > Import Vendor SKU/Prices.

To add Vendor SKUs and Vendor Prices in bulk, download and use the VendorSKU.txt template. Purchase orders created with that vendor selected will auto-populate their Unit Cost field with the Vendor price. The file can also be created in Excel and saved as a .txt file.

Template columns are:

  • Product ID — product SKU used by Sellercloud as the unique identifier for an item.
  • Vendor — Use the vendor name.
  • VendorSKU — SKU the vendor wants people to use when submitting purchase orders
  • Vendor Qty — required product quantity.
  • Vendor Price — price the vendor charges you for the product.
  • Is Default Vendor For Product— if there are multiple vendors for a particular product, one can be associated as the main vendor (valid values: True, False).
  • Is Available — states if the product is available from the vendor (valid values: True, False).
  • PricePerCase — Vendor’s price per case.
  • QtyPerCase — Product’s quantity per case.
  • VendorPricesNotes — Purchasing notes for your Vendor on a product level.
  • _ACTION_ — this column enables you to _ADD_ or _DELETE_ Vendor products. 
To export consolidated information and template with the Product ID and other data populated to match what is entered in Sellercloud, select the items in the Manage Inventory page and choose Action > Export Vendor SKU.

Once your Import document is ready, select your File and click Import. To ensure that no new Vendors are created by your import, check Do not create vendor if not exists.

 A Queued job will be created and can be reviewed on your Manage Queued Job page. 


Vendor Promotions

Occasionally, vendors conduct product promotions over a specific period of time. Sellercloud allows you to enter these promotions into the system, so that throughout the promotional period purchase orders automatically reflect the discounted prices.

Add a product promotion 

To add a promotion to a product:

  1. Go to your Company Settings and select Vendors.
  2. Choose the required Vendor name, click on Promotions and select Add New Promotion.
  3. Enter the name of the promotion and its applicable date range, and Save.
  4. Click on  Add Products.
  5. A popup will open, in which you can search for the product SKUs that should be included in the promotion and specify if the discount will be a dollar amount or percentage per unit.
  6. Click Add Products to Promotion to add the product and repeat for as many products as necessary. Once all applicable products are added, click Finish! Close Window.
  7. After all desired products are applied to the promotion, you can modify the discount values and the list of products.
If there is a product-specific promotion, it will take precedence over the vendor default promotion.

Default Promotion for multiple products

Sellercloud enables you to set a Default Promotion for a Vendor, so it’s applied to all POs for the same vendor:

  1. Navigate to Settings > Vendors.
  2. Select the desired Vendor name > Promotions.
  3. In Default Promotion/Discount enter:
    1. Discount Value – discount amount.
    2. Discount Type – dollar amount or percentage per unit.
  4. Click Save to complete the task.
Throughout the duration of the promotion, the discount rates will be automatically applied to Vendor’s purchase orders, which may result in inaccurate pricing and bookkeeping records.
Sellercloud will apply the promotional products to the PO based on the PO date, not based on the current date.

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