Setting up Vendors
Orders can be sent to outside vendors, wholesalers, specialty trade shops, etc. This can be done manually in the order area or automatically by Product in the Product > General > Vendor list. The customer is not aware of the Vendor. The Vendor will receive a notification of your order with them.
To set up vendors, go to: Admin > Preferences > Vendors
Add a New Vendor
Click on the "Add New Vendor" link at the top of the page. To edit the vendor information, select the pencil icon beside the vendor name. To view and re-activate a previously deleted vendor, check the box at the top of the page “Include Deleted Vendors.”
Name - Enter your vendors name
Email - Enter the vendors email address. This is the email that the order notification will go to. Make sure your vendor checks this email account often and that they have added your email address so that the notification does not go into any spam or junk folder.
Address 1/2/3, City, Country, State/province, Postal Code are all optional and at this time are for informational purposes only.
Map to User: - Select the Admin user account you want displayed when the vendor updates the status of the job in their vendor portal. This will be one of your administrative staff's email addresses. A list of all admin users will show in the drop down of choices.
Notes - Enter any notes you would like to have appear on all the vendor notifications you send. This might be "Always Blind Ship", or "Call when ready for pickup".
See below: An order is sent to a vendor via an email notification from your company. The email will have a link that opens to the order's Job Report Dashboard.
See below. The report includes all the information they need to process the order including any associated files (file's attached by the customer, asset files you associated with the product, eDocBuilder templates, etc.). See the next image for the bottom section of this report.
See below. They will also be able to update the Status of a job, and a shipped date and tracking number information in the Notes area. Your order area will be updated with this info automatically, as will your customers order history. Status change emails will also be triggered and sent.
"Other Jobs" dropdown can be used by your vendor to easily pull up any other open orders they have from you. After an order is completed, the order item will be removed from this list only showing what still needs to be completed.
Assigning the Order to the Vendor
There are two ways you can assign an order to a vendor. The first is to assign the product in the product setup (see below). When you do this you will receive a notification of the order at the same time the vendor does. You will have the option to add information in the product setup about the specific product that you want the vendor to be aware of. An example might be "Match Logo color PMS 347 as closely as possible."
The vendor will not be sent the notification until after the order has been approved, if the order requires approval from an approval manager in a B2B site.
The image below is from the product setup, General Tab. Admin > Sites > Site > General. Order Management section. You can choose the name of the vendor from the drop down, add product instructions for the vendor, and even specify if you want to show the price that the vendor agreed to charge before the markup in the store.
The Second way you can assign an order to a Vendor is after the order is placed and you are able to manage it in the administrative order detail area. See image below. To access this area, click on the pencil icon beside the order row. Then select the "Vendor" tab at the top of the window. You can choose the vendor from the drop down. The email to the vendor will now go out.
After a vendor is assigned to the order you will see their name in the order detail. To resend the notification you will see a "Resend Notification" button added beside the Vendor assignment drop down below.
Common Questions and Answers
Where do the various instructions on the vendor dashboard come from?
What is the difference between a vendor and a broker?