Create / Import / Link Vendors

By default, the BE integration with Promodata gives you access to all of the Vendors who are active in Promodata (and their “products”) and as such there is no need to load these vendors or their products.

If you do need to setup a Vendor in your BE, there are 2 ways to do this.

• Import from “Xero” or “MYOB”
• Create Vendor

Both are these functions are accessed from the top right of the Vendor Summary Page (MainMenu/Database/Vendors)

This process is used for Suppliers/Wholesalers, Decorators, Freight companies etc… whose products or services form part of a quote in BE.

NB – To create new “items” in your BE database, you must first create the Vendor these are supplied by.

Import from “Xero” or “MYOB”

If you are dealing with a Vendor that doesn’t exist in Promodata – but does exist in your accounting software – you can quickly bring their details into Brandengine with this tool. (provided you are successfully integrated with your cloud accounting software)

Click Import from “Xero” or “MYOB”

In the pop-up window that opens, select the Vendor/s you want to import from the list provided (These are from your accounting software database)

To complete the import – click Import as Vendor from the top of the pop-up window

The selected Vendors will be added to your BE database and will also be linked to their corresponding record in your accounting software. This ensures future info is transferred correctly.

Vendors who are linked to your accounting software will have an X or M displayed in the Linked? column on the Vendor Summary page in Brandengine.

IMPORTANT – Once imported, we suggest you navigate to the Vendors record in Brandengine (MainMenu/Database/Vendors) ~ Click on the Vendor ID # (starting with a V) to open their details page and complete the Vendor info, this will help with the PO workflow. (See below, under Create Vendor, for key details to complete)

If needed, you can Refresh or Unlink the Vendor from the within Vendor details by clicking the hamburger menu next to “Name in…”

Create Vendor

If you don’t have Vendor info to import from your accounting software, you can always create a new vendor manually in Brandengine.

To start, click on Create Vendor from the top right corner of the Vendor summary page (MainMenu/Database/Vendors)

The create a new vendor pop-up will appear for you to populate with info.

Most of the requested info is self explanatory, except…

Tags
You can allocate contextual tags to each Vendor. These are setup by your Admin. Tags are visible on the summary page for quick reference

Primary Services
This is a multi-select section ~ nominate all options that apply to this vendor

Purchase orders – Needs PO?
Tells BE whether or not to create a PO when quotes are converted to jobs. By default this is selected as you can always deselect the PO on a job by job basis.
(A case where no PO is required maybe be 3rd party freight providers, or inhouse artwork, etc…)

Address on PO
The Vendor address as it will appear on their PO’s
This can include as much (or as little) info as needed – but – must at least include their name.

Notes
An open text field so you can record any specific details on dealing with this vendor. (Can also include hyperlinks to online ordering systems etc…)
This is visible to all Team members in your company.

Be sure to click Save changes once done

Once the core foundational Vendor details are created, you will then be able to add extra info

• Locations
• Contacts
• Link/export your accounting software

To start – Locate the desired Vendor on the Vendor summary page (MainMenu/Database/Vendors)

Click on the Vendor ID # (starting with a V) to open their details page

Locations/Contacts

Scroll down and click Add to enter details as needed in either/or Locations and Contacts blocks.

Once created, you will be able to Edit details from the same screen

So that you can allocate a contact to a location – the location details must be recorded against the Vendor before you add a contact. The available location/s then appear in a drop down when creating the contact

The data hierarchy for BE is 1-Vendor > 2-Location > 3-Contact

Link/export to your accounting software

To link a vendor to its corresponding record in your accounting software is an important step to ensure the workflow is correct and fluid.

You do this from the Vendor details screen as above.

In the top details block you will see an active hyperlink next to the Name in field that will either read Link to Xero or Link to MYOB depending on which accounting software you are integrated with.
NB – this link is accessed without clicking Edit

Once clicked – a pop-up will appear.

Do a search for Vendor you are linking (just to be sure)

If you are certain the Vendor does not exist in your accounts software – click Export to Xero/MYOB on the top left of the pop-up.

If you notice the Vendor does exist – select the appropriate Vendor record displayed in the pop-up list and click the green “Link to…” button on the top left of the pop up

If a Vendor is already linked this will be indicated by the V icon in the Imported? column of the Link pop-up window.

Once a the Brandengine/Accounting link is established the Name in “Xero” / “MYOB” field will display the account the Vendor is linked to in your accounting software.

If this needs to be edited – click on the hamburger menu.

NB – The Vendor names do not need to be the same in both incidences – and – you can link multiple BE records to a single Accounting record.