Vendors Overview

Vendors Overview

Vendors are required and are associated with each Product you buy, and therefor each product you add to your Clixon product Catalog(s).  Again, vendors are who you buy products from and submit order to when using Clixon.  We offer a small list of "Partner Vendors", where we either host some or all of their catalog products, or we go a step further with a full Integration (explained in more detail in this article).  From our Partner Vendor Catalogs you can search for products and add them to your Catalog(s), and then easily order them when you need to.  You can also add any other Vendor and their products to Clixon at any time, and you are able to place orders to them via Email. 
We are always here to help you add or import large lists of products to your Clixon Catalog(s) when you start up, and at anytime going forward.
To locate the Vendors page go to:  Setup Information > Vendors > Vendors

Vendors

Each Vendor will be listed on this page.
  1. From the Vendors page each Vendor will be listed on the left.
  2. Click on any vendor in the list to display the right panel which shows a quick view of the Vendor's profile.
  3. To edit an existing Vendor simply click on the right panel.

View/Edit Vendor(s)

From the Edit Vendor page you have multiple options, with multiple Tabs and Fields to manage:
  1. Purchasing
    1. This tab contains the main Vendor profile information and settings
      1. Customer Number, Status, Order Method, Order Email, Shipping Method, Payment Terms, AP Ledger, My Sales Rep., and Sales Rep. Email
    2. The most important fields to populate correctly on this tab are:
      1. Order Method
      2. Order Email address if you choose the "Email" order method
    3. If you utilize our Accounting Integration feature you will want to see if the following fields need attention:
      1. Payment Terms
      2. AP Ledger
    4. Minimum Order Threshold:
      1. When set to Notify, if the sub-total for this vendor in a Cart, or an Order, is less than the Threshold any User who tries to Create or Submit an Order will be Notified, but will not be required to adhere to the Threshold to proceed with the order.
      2. If set to Required, if the sub-total for this vendor in a Cart, or an Order, is less than the Threshold any User who tries to Create or Submit an Order would be Alerted, and they would Not be allowed to Create or Submit the Order until the vendor sub-total has been adjusted to meet or exceed the Minimum Order Threshold.
  2. Vendor Address
    1. The fields on this tab is not required but this is where you can enter the Vendor's contact info such as their address and phone #.
  3. Billing Address
    1. The fields on this tab will, by default, be populated with the Bill To address found on the Company Profile tab.
    2. If you need an individual Vendor to have a different "Bill To" address, than your company default, this can be changed here and saved.
  4. If you make a change to a field remember to click the Save button.

Vendor - Creation

There are 2 ways to create a new Vendor:
  1. Simply click the   + Create New   button found on the Vendor page.
  2. Also, you can choose to click the Quick Create icon found in top menu bar + then choose Create Vendor.
Once you choose one of the two options the Create Vendor page will open:
  1. To begin click on the Name field drop down menu and type the name of the Vendor you need in the search bar.
    1. We have a list of over 150 Vendors to choose from.
    2. If you find the one you need just click on it to select it.
    3. Many of the fields below will auto populate, including the Vendor Address and Billing Address fields.
  2. If you do not see the Vendor you need in the list:
    1. Simply type the correct Name of the Vendor you need to add in the search field, and then click anywhere on the page to save it in the field.
Fill out and/or review all of the field on the Purchasing tab:
  1. Customer Number (account #) for the Vendor should be entered for each office.
  2. Order Method - Phone, Email, Online. - Required
  3. Order Email - If the Order Method is set to "Email" you must have a valid email address listed. - Required
  4. Lead Time - if you know they typical number of days for orders to arrive from this Vendor.
  5. Payment Terms and Shipping Method - not required but highly recommended, especially when orders are Emailed to the Vendor.
    1. If either of these fields' list of choices does not have what you need, go to Setup Information > Vendors > Shipping Methods or Payment Terms and add them.
  6. AP Ledger - used when Exporting to an Accounting application if the Vendor's Bills need to be mapped (sent) to an AP Account different than the default.
  7. My Sales Rep. and Sales Rep. Email - good information to enter and may be used for other features in the system.
Note - All of the information entered on the Purchasing page is used to either:
  1. Help to accurately Submit your Order to the Vendor
  2. Or the information is displayed on the Purchase Order PDF the vendor receives from Clixon.

Vendor Address and Billing Address tabs
These two pages should not need any editing:
  1. The Vendor Address will already be populated if you chose a Vendor from our default list.
    1. If you manually create the Vendor (see below), the Vendor Address etc. is not required, but can be filled in.
  2. The Billing Address will be automatically set with what you have entered on your Company Profile page.
    1. If for some reason a Vendor needs to have a "different" Billing Address than your other Vendors, you can change that here.
Note - The "most important" field(s) to populate are the Order Method. 
  1. For Vendors who are Integrated with Clixon, the Order Method will be set to Online.
    1. The term "Online" means the Orders are submitted directly to integrated Vendors via cXML to their eCommerce database and processed as if you submitted an order on their website.
  2. If the Order Method is set to Email you must list a valid Order Email address.
    1. This email address is where your orders will be submitted to.
  3. If you do not wish to Email your orders you can set the Order Method to Phone.
    1. This method indicates you will be calling your order in to your vendor.
    2. After you have called your order in to your vendor simply press Order Products and the status of your order will be changed to Receive.

Vendor Integration and Catalog Access

We are partnered with numerous companies to help simplify the ordering process in Clixon.
  1. Below are a couple of ways we work with integrated vendors.
    1. Hosted Catalogs: This allows you to shop products in Clixon and easily add products to your Clixon catalog and order.
      1. Definition: "Hosted" catalogs are a listing of goods available from supplier. The information is provided by the supplier in a standardized format to allow for easy searching.
    2. Punch-Out: This process allows you to punch out from Clixon to the vendors site, shop products, bring those products back into Clixon where they are added to your catalog.
      1. Definition: The PunchOut Catalog is an integrated e-procurement system that enables suppliers to promote goods and services to buyers by providing access to the catalog via the vendor's website interface.
  2. In addition to these catalog access points we have a price check API. This allows for real-time price and stock level from vendors
    Click the following link to manage your Integrations and/or Catalog Access

    Product Vendors

    1. In Clixon you can have multiple Vendor(s) assigned to a product.
    2. Using a Manufacturer/Mfr. SKU match when assigned multiple vendors to a single product is the best practice to follow.
    3. This is the criteria we use when adding multiple vendors to a product from our hosted Partner Vendor Catalog.
      1. If "multiple" partner vendors sell the same "Manufacturer" product, then we set all of the Vendors, who sell the product, as optional Vendors on the Product.
      2. The Vendor(s) will only show up on the product if you Activate or grant Access to the hosted partner vendor catalog.

    View/manage Available Vendors on a Product

      1. Go to the Product Profile and click in the Vendor field.
      2. The window that opens will show you the available vendors and you will be able to Add additional Vendors if you would like.
      3. This is also where you Update the product's Price or Vendor SKU (item #).
      4. You can also click to Mark or change the Current Vendor status, this identifies who you prefer to order the product from.
        1. You can still order the product from any of the other vendors and when searching for a product if you Use the "Vendor" filter it will show you the product even if the vendor is Not the Current Vendor.
      5. To change the Vendor while ordering, click on the icon next to the Vendor displayed on the product.
    Note - It is up to you to decide if you want products to be assigned a single Vendor or if you want to assign multiple vendors to the same product if it is the same Manufacturer product.

    We will always attempt to assign multiple Vendors to a single product as best as we can for our Partner Vendor Catalog Products.


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