Select Page
Common searched topics: Manufacturing, Label printing, Sales order
Browse features guide
Managing products
Imports, exports & integrations
Sales
Stock level reports
inFlow settings
Manufacturing
Purchasing
  • Vendors
Creating vendors

How to create vendors in inFlow

In inFlow, you can track not only your purchases but also all of your vendors/suppliers! Take a look below to learn more.

Web

Creating new vendors

  1. From the Homepage, go to Main Menu > New Vendor.
  2. Fill out the Vendor name, then click Create
  3. You’ll be directed to the newly made vendor record.
  4. Click Save when done.

Interested in importing your vendors in bulk? Check out our guide on importing data here!

Error creating a new vendor

If you see the error “This vendor name is already in use,” it’s likely that this customer already exists. 
inFlow doesn’t allow you to have more than one customer with the same name. To fix this, you can reactivate the vendor record.

Vendor Summary 

Vendor details

The vendor’s name and contact information are at the top of a vendor record. You can edit the vendor details by selecting any of the fields. 

Your vendor financial status, including your balance and credits, is displayed to the right of the profile. These fields update automatically with changes to purchase orders.

Below the balance and credit, select Add custom fields to add up to 10 type-in fields to enter information that inFlow doesn’t track by default. 

Custom fields with the same title can be linked between vendor and purchase order records, eliminating the need for manual entry and allowing for shared information display.

How are balance, credit, and due amounts calculated?

You may have noticed that these amounts aren’t able to be edited. Look below to understand how inFlow calculates these figures.

TermExplanation
BalanceThe balance is the total funds you owe your vendor from purchase orders that have reached their due date.
CreditThese are the unused credits your vendor has issued to you from previous refunds on a purchase order.
Due Located in the payment history tab, due shows the total funds outstanding to your vendor for all orders within the selected date range, including older unpaid orders.

Vendor record action bar

Above the vendor details section are the buttons for printing, emailing, and more.

DeactivateSelect this button to make the vendor record inactive in inFlow.
Attachments To upload files to the vendor record.
Create new POA shortcut to create a new purchase order for this vendor. 
CopySelect this button to create a duplicate vendor record.
PrintSelect this button to print a vendor statement document. 
EmailUse this button to email a vendor statement document to a vendor. 

Overview tab

This tab allows you to add more settings for the vendor. Below is a breakdown of the Overview fields.

Addresses

You can add vendor addresses in this section. To add new addresses, click Add new. You can set the address type and set a default address.

Preferences

This section is for setting general preferences for your vendor. This includes: 

  • Carrier
  • Lead time

Purchasing Info

This is where you can enter the vendor’s financial-related information. This includes:

  • Payment terms
  • Discount
  • Currency (pricing scheme)
  • Payment method
  • Taxing scheme
  • Price includes taxes

Remarks

This field is where you can leave internal notes about the vendor. All team members with access to customer records will be able to view the remarks field.

Vendor product tab

The vendor product tab is where you can see a list of all the products you’ve purchased from the vendor. If products are missing, you can select them by clicking Add products

Order history tab

This tab lists the last 100 purchase orders made to the vendor, listed from newest to oldest. 

If you’d like a full list, take a look at the Purchase order details report and filter by the vendor name. 

Note: Team members with restricted location access can only see orders that are in the location(s) they have access to.

Payment history tab

As a business owner, it’s crucial to maintain sufficient inventory by staying on top of purchase orders from vendors/suppliers. 

The payment history tab is where you can track the last 100 transactions with your vendor. If there are more than 100 entries, you can view the Vendor Payment Details report for a complete list of your vendor payments.

Unpaid amounts 

Above the transactions, you can view your vendor’s financial status based on the selected date in the table below.

Payment history table

The transaction table displays payments and outstanding purchase orders from your vendor, limited to the most recent 100.

By default, the table will show orders from the date of the last printed/emailed vendor statement. If a vendor statement hasn’t been made, inFlow will default to showing the past year from the date of viewing. 

Select the date filter icon to change the date range of the table.

Select the date filter icon to change which orders are displayed on the table. You can filter by: 

  • Since last statement
  • This month
  • Last month
  • This year
  • Custom (date range)

Vendor list view

If you’d like to see a full list of your customers: 

  1. Click on the Vendor list from the inFlow Homepage to view all the vendors in inFlow. (Or you can click on Main Menu>Vendor list when navigating from other inFlow screens.)
  2. To narrow down the customer list, select All filters, and add a checkmark next to a filter you want to search by.
  3. The chosen filter will be added to the vendor list menu, where you can enter what you’d like to search for. 
  4. To make changes to the vendor table, click on the Customize headers button. You can rearrange, add, or remove fields on the fields listed.

Windows

Creating new vendors

To start, head over to Main Menu > Purchasing > New Vendor to input your vendor details.

Name and Contact

The only required field to create a vendor record is the Name field under the Basic section. The data in this field must be unique.

If you’re trying to create a new vendor and get the error “This vendor name is already in use”, then you have likely deactivated this vendor record. inFlow doesn’t allow you to have two vendors with the same name. To fix this, you can find and reactivate that vendor record as shown here.

Generally, you’ll want to put the company name in the Basic name field and a contact person in the Contact name field, as seen in the screenshot above.

The remaining fields, Balance and Credit, cannot be adjusted and are a result of calculations of the order history with the vendor and any issued credits to you.

Address

In the address section, you can enter your vendor’s business address. Click the empty box below where it says Business address and fill in the info.

Purchasing Info (optional)

This section covers any default settings you want to automatically use in a sales order for the specific vendor. This is useful so you don’t have to manually change payment / taxing info per vendor, especially if they always use a specific one. In the example above, your vendor has given you 60 days to pay for any order that they’ve invoiced you on, and everything is also automatically set to Canadian dollar pricing.

You can also choose to specify taxing schemes (if they’re in a different state using different tax rates, for example) so you don’t accidentally pay the wrong tax.

What else can I do from the vendor screen?

Asides from storing useful information, there are other things you can do on this screen as well! You can:

Mobile

Creating new vendors

Open the inFlow app on your Android or Apple device.

  1. At the top left-hand corner tap the Main Menu button (3 horizontal lines).
  2. Tap on Vendors
  3. On the next screen, tap the plus sign at the top right corner of the screen to add a new vendor.
  4. Of all the fields on the screen, the Vendor Name at the top is the only one required for you to enter to save a vendor to inFlow. 
  5. Enter the name of your vendor along with any other information you want to fill out. When done, click SAVE at the top right corner of the screen.
Was this guide helpful?
Yes, thanks!
Not really
Thank you for your input, your feedback is important to us!

0 Comments

Submit a Comment

Your email address will not be published. Required fields are marked *

In this tab
  • Creating new vendors
  • Vendor Summary
  • Overview tab
  • Vendor product tab
  • Order history tab
  • Payment history tab
  • Vendor list view
  • Creating new vendors
  • Name and Contact
  • Address
  • Purchasing Info (optional)
  • Creating new vendors
Similar articles

A complete guide on how to set up inFlow.

Get advice and answers from the inFlow Support team