Vendor management

Your vendors are the suppliers you buy stock from to resell on Amazon. The Vendors module is the source-of-truth list — name, contacts, payment terms, currency, lead times, and performance — used by purchase orders, invoices, and forecasting.

In this guide:

• View and filter vendors
• Add and edit vendors
• Manage vendor details and contacts
• Import and export vendors
• Track vendor performance

Step 1: View and filter vendors

Go to SUPPLY CHAIN → Vendors in the sidebar. The vendor list shows all vendors by default. Use the controls to find what you need:

• Search — search by vendor name.
• Type tabs — filter by vendor type:
  • All — all vendors.
  • Supplier — suppliers (goods/materials vendors).
  • Warehouse — warehouse/fulfillment partners.
  • Prep Center — prep and packaging centers.
• Import/Export — buttons to bulk import or export vendors.
• History — view the history of vendor imports.

Each tab shows the count of vendors in that category.

Step 2: Add a vendor

Click Add Vendor to create a new vendor.

Fill in the Vendor Information section:

Required fields:

• Name — the vendor’s name.
• Vendor Types — select one or more: Supplier, Warehouse, or Prep Center.
• Status — Active or Inactive.

Optional fields:

• Currency — the vendor’s invoice currency (optional).
• Website — vendor’s website URL (optional).
• Color — a label color for quick identification (optional).

To add contact details (Country, Address, Phone, Email):

• Fill in the Contact Information section with one or more contacts for this vendor (added during vendor creation or later on their detail page).

Step 3: View vendor information

On a vendor’s detail page, the Overview tab shows:

• Vendor type(s) and status (Active/Inactive).
• Contact list with names, emails, and phone numbers (read-only; contacts are managed when creating POs or in the vendor creation form).
• Number of active POs and linked products.

Contacts can be added when creating a new purchase order or during initial vendor setup.

Step 4: Manage vendor details

The vendor detail page has tabs for different aspects:

Step 5: Edit vendor details

To edit a vendor’s information:

1. Open the vendor detail page.
2. Click Edit or the edit icon.
3. You can update:
   • Vendor Name — the vendor’s name.
   • Vendor Types — supplier, warehouse, or prep center classification.
   • Status — Active or Inactive.
   • Account Number — internal reference or account ID.
   • Website — vendor’s website URL.
   • Currency — the vendor’s invoice currency.
   • Color — a label color for quick identification.
4. Save your changes.

Note: Contact addresses are managed in the Contact Information section of the vendor’s detail page, not in this edit dialog.

Step 6: Set up payment terms

In the Payment & Notes tab, define multi-stage payment terms (e.g., “50% on order, 50% on delivery”):

• Sequence — the order of payments (e.g., 1st, 2nd, 3rd).
• Percent due — what percentage of the PO total is due at this stage.
• Days until due — how many days after the PO date this payment is due.

Add internal notes to store special payment instructions or reminders.

Step 7: Import and export vendors

To bulk import vendors:

1. Click Import in the vendor list header.
2. Upload a CSV file with vendor data (name, country, currency, etc.).
3. Review the import preview and confirm.
4. Hilal creates new vendors and tracks the import history.

To export vendors:

1. Click Export.

2. Download an Excel workbook (.xlsx) of vendors. The export includes:

   • All vendors of the currently selected type tab (All, Supplier, Warehouse, or Prep Center).
   • Only vendors you have explicitly selected with checkboxes (if any are selected); otherwise, all vendors of that type.
   • Active vendors only (inactive vendors are excluded).

   Note: The export does not include search results; it uses the type tab filter only.

To view import history:

1. Click History to see a log of past imports with timestamps and summary stats.

Troubleshooting

• Vendor not appearing in PO creation. Vendors must have a default lead time assigned to appear in the PO creation form. Go to the vendor’s Lead Times tab to set one.
• I need to edit a vendor’s contact information. Go to the vendor’s detail page and use the Contact Information section to add, edit, or remove contacts (country, address, phone, email).

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