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Who: GM or ops lead; your accountant cares about the accounting-vendor mapping. When: onboarding, plus a few minutes per new supplier.

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The directory

Inventory → Invoices & Ordering → Vendors lists every supplier with contact, payment terms, spend, and accounting mapping. Add Vendor needs just a company name. The vendor directory with the accounting-mapping ring and duplicates tab The Duplicate Vendors tab groups likely dupes by same name / email / phone, with 365-day and 30-day spend so you can tell which record is real. Merge Vendors keeps your chosen primary and moves all invoices, POs, vendor items, and mappings onto it — irreversible, so let the spend columns decide.

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The Product Catalog

Each vendor page has Product Catalog, Past Invoices, and Spend tabs. The catalog is everything you buy from them — SKU, Packaging Name (12 x 4 lb), price per pack, trend, and a green Linked / red Not Linked badge for the inventory connection.
  • Work the Not Linked filter and the mappings ring to zero — that’s catalog hygiene in one number.
  • Import Product Catalog AI-extracts a price list (PDF, DOC, XLSX, CSV, photos, up to 25MB). Extracted rows land on a Review Catalog Import screen — check them and press Import Selected; only what you approve is added, and there is no undo afterwards. Imported entries arrive unlinked and unpriced — link them afterwards; prices come from invoices.
  • Click a vendor item for Price Per Pack Over Time and the purchase table — the fastest way to audit a price hike back to the exact invoice line.
A vendor's Product Catalog: Linked / Not Linked badges and the mappings ring
A vendor item without a linked inventory item and unit conversion can’t be added to purchase orders. If something’s “missing” from ordering, check its link and conversion first.

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Vendor Memory

Every vendor page has a Vendor Memory card — context applied when parsing that vendor’s invoices. Open View & Edit Memory and type facts in plain English (“Unit price is in the column labelled NET”). The invoice AI applies them on every future scan. A vendor's page: contact, accounting mapping, and the Vendor Memory card
Vendor items and conversions are shared across locations; prices are per-location — a new store sees the catalog immediately but builds its own price history.