AIBiz Vendors Help Center

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• Add vendors with contact, payment terms, tax details, notes, and cloud folder reference.
• Add contacts for the people staff actually call or email at each vendor.
• Create purchase orders before buying so totals, line items, and receiving history are tracked.
• Move purchase orders through Draft, Sent, Approved, Ordered, Received, or Canceled as work progresses.

Vendor Records

• Category: supplier type such as materials, software, subcontractor, office, vehicle, or utilities.
• Status: active, preferred, paused, or archived depending on how the business uses the supplier.
• Payment Terms: expected payment timing such as Due on Receipt, Net 15, Net 30, or prepaid.
• Tax ID: optional business tax reference for staff records.
• Cloud Folder: future folder reference for contracts, W-9s, invoices, certificates, and vendor files.

Purchase Order Workflow

1. Create a purchase order with title, vendor, expected date, tax, shipping, notes, and cloud folder reference.
2. Add line items with SKU, description, quantity, and unit cost.
3. Review subtotal, tax, shipping, and total before marking the PO approved or ordered.
4. Mark the PO received once goods or services arrive.
5. Cancel only when the order should remain in history but no longer move forward.

Line Items And Totals

• Each PO line calculates from quantity multiplied by unit cost.
• Use SKU when the vendor has a known part number or the business has an inventory code.
• Use clear descriptions so staff can verify what was ordered later.
• PO total includes line totals plus tax and shipping fields.

Contacts And Notes

• Save vendor contacts for sales reps, billing departments, support desks, account managers, and dispatchers.
• Use primary contact when one person should be contacted first.
• Vendor notes should record calls, quotes, delivery issues, pricing changes, renewal dates, and follow-ups.
• Keep notes factual and useful so another staff member can continue the relationship.

Suite Integrations

• Emailer can send PO notices, vendor follow-ups, or internal approval alerts after integration.
• Billing can connect vendor costs to estimates, invoices, work orders, or job profitability later.
• Inventory can use vendor records for supplier and restock workflows.
• AIBiz Cloud can store vendor files, contracts, invoices, certificates, W-9s, and purchase documents.
• The suite control panel manages subscriber access, quotas, and future shared login/SSO.