Managing Vendors

Vendors (also called suppliers) are the companies you buy from. The Vendors page is where you add them, fill in the details your team needs for ordering and receiving, and keep those records up to date over time.

How to Get There

Go to Buy > Vendors in the sidebar.

Add Vendors

If you need to add a vendor that does not exist yet:

1. Click the New Vendor button.
2. Fill in the details you have:
   • Vendor Name (required)
   • Email, phone, website, and address
   • Ordering method, fulfillment, and lead time
   • Notes for anything you want to remember
3. Click Create.

You can also check Create more to keep the form open while you add several vendors in a row.

Vendors can also be created inline while you add items. If you typed a new vendor name during item setup, it already exists here and just needs more details filled in.

Configure Vendors

Once your vendors are in Peasy, fill in the details your team needs when it is time to order.

What You Can Configure

The Vendors page shows one row per vendor. Many fields are editable right in the table. The most important ones are:

• Vendor Name — The supplier's name
• Customer ID — Your account number with this vendor
• Email — Where purchase orders get sent; supports multiple emails separated by commas
• Phone — Vendor's phone number
• Website — Their website or online ordering portal
• Lead Time (Days) — How long orders usually take to arrive
• Order Min ($) — Their minimum order amount
• Terms — Payment terms such as Net 30
• Ordering Method — Email, Phone Call, Text Message, Shop in Store, or Online
• Fulfillment — Delivery, Will Call, or In-Store
• Address — Street, city, state, and ZIP

Edit in the Table

1. Click any editable cell in the table.
2. Type the new value and press Enter or click away.
3. For Ordering Method and Fulfillment, select the right option from the dropdown.
4. For Address, use the address editor to fill in the structured fields.

Changes save automatically.

Edit on the Vendor Detail Page

1. Click a vendor's name to open the detail page.
2. Review the sections for Basic Information, Address, and Notes.
3. Update any field you need.

Text fields autosave after you stop typing, and dropdowns save immediately.

Which Fields Matter Most

At a minimum, fill in:

• Email — Required if you want to send purchase orders from Peasy
• Ordering Method — Helps your team know how to place orders
• Fulfillment — Shows whether the order will be delivered or picked up

These are also useful:

• Lead Time — Helps set expectations for when orders should arrive
• Order Min — Reminds you of the vendor's minimum order amount
• Website — Gives your team a quick link to online ordering

Manage Vendors

The Vendors page is also the long-term record for your suppliers.

Edit Vendor Details

Click on any field in the vendor table to update it. You can change names, contact details, payment terms, and operational details anytime.

Link Items to Vendors

When you create a buy item, you can assign it to a vendor. This tells Peasy who supplies that item, which helps when creating purchase orders because Peasy groups items by vendor automatically.

QuickBooks Sync

If you've connected QuickBooks, you can sync your vendors:

• A Sync to QuickBooks button appears when QuickBooks is connected
• Select vendors and sync them to keep both systems in alignment
• See Connecting QuickBooks for setup details

Make a Vendor Inactive

If you stop working with a vendor:

1. Select the vendor using the checkboxes.
2. Use the bulk action to deactivate them.

Inactive vendors no longer appear in dropdowns for new items or purchase orders, but their history stays intact. You can reactivate them later.

Good to Know

• Vendor names must be unique.
• Each buy item can be assigned to one vendor. If you buy the same product from multiple vendors, create separate items for each source.
• Payment Terms and Customer ID can only be edited in the table, not on the detail page.
• Notes can only be edited on the detail page, not in the table.
• The vendor table shows how many items are linked to each vendor, giving you a quick sense of how much you rely on each supplier.

Related

• Add Your Items — Add items and create vendors inline during setup
• Managing Buy Items — The items you buy from vendors
• Creating Purchase Orders — Ordering from vendors
• Buying Overview — How the Buy section works