Vendor Setup and Management

Lisa

April 14, 2022 23:07

In this article, we will review:

Vendor overview

Before vendors can log in and start selling products on their point-of-sale (POS) device, their vendor, vending location and, menu need to be configured in Intellitix Cloud.

Vendor	The business that is selling goods or services. One vendor can have multiple locations and products at an event. (ex: Beverage Vendor).
Vending Locations	The physical locations that will be selling the products or services at the event. A vendor can have multiple vending locations with the same or different products at each location. (ex: North Bar; South Bar).
Product Filters	Custom groupings to facilitate easier point-of-sale navigation. These filters will appear first in the menu, next to categories.
Products	The items or services being sold at each vending location. These are created for each vendor then, assigned to specific vending locations. (ex: soda, water, beer, wine).

Adding vendors to an event

Once logged into Intellitix Cloud click Vendors from the menu options on the left side of the page.
Click Add New Vendor or View Vendors next to the event you are configuring the menus for.
You will then be taken to the vendor list, and from here click Add New Vendor.
In the box that appears enter the vendor’s business name, the contact’s name, their email address then click Save.

The new vendor will now appear on the Vendor List. Repeat this process until you’re done adding your vendors, then you can begin adding vendor locations to each vendor.

Adding vending locations

From Intellitix Cloud, click Vendors on the left side menu.
Click View Vendor next to the event you want to add vending locations to.
- If vendors have not been added to an event yet, the button will still say Add New Vendor and you will need to add vendors to an event before you can add vending locations.
You will be taken to the vendor list, then click View next to the vendor you would like to add vending locations.
Click Add New Location.
In the pop-up that appears, enter the Vending Location’s name then click Confirm.

Repeat this process until all vending locations have been added to each of your vendors.

Note

Each vendor will need at least one vending location in order to sell their products.

Adding product filters

A product filter is a customized grouping created by you to enhance POS navigation. These filters will be displayed on a vendor’s POS, alongside categories. For example, if your menu features various types of fries, you can create a product filter named "Fries" to simplify navigation for POS operators. For more information on how the product filters are displayed on a point-of-sale device, visit this help article.

Product filters are an optional feature. We suggest reviewing the preset categories initially to see if they meet your menu requirements. To view the pre-set product categories, click Product List, Add New Product, and click the Category drop-down.

Follow the below steps on how to create a product filter.

From the Product Filters tab in a vendor, click the Add New Filter button.
Name your product filter. There is a 12-digit character limit.
Select a color for your product filter from the drop-down, and click Save
Your newly created product filter will be saved to your product filter table. If you need to make edits or delete your product filter click Edit on the right-hand side.

Any product filters created for a vendor will be visible and can be selected when adding a product

Adding products and assigning them to vending locations

From Intellitix Cloud, click Vendors on the left-side menu.
Click View Vendor next to the event you want to add products to.
- If vendors have not been added to an event yet the button will still say Add New Vendor, you will need to add vendors to an event first and then add vending locations
You will be taken to the vendor list, then click View next to the vendor you would like to add products to.
When viewing the vendor’s details it will default to the Vending Location tab, click the Product List tab.
Then click the Add New Product button

Below is a breakdown of all the fields on the Add New Product Pop-up.

Product Details

Product Name	The name that will be displayed in Cloud, on purchaser’s receipts, and in reports.
POS Display Name	The name that will be displayed on the menu in the Intellitix FOS App when the vendors are selling products (28-character limit).
Category	Choose the best category that fits the item or service from the list.

Pricing	Products that have more than one product size.
	Free products.
	Undefined Price: Products that you can select the price at the time of purchase directly on the POS device.
Tax Rate	Enter the applicable tax percentage for this item in the designated field. If you've set up a tax rate for your event, it will be automatically applied here. If the item is tax-exempt, simply check the box provided. The total displayed next to the price will indicate the product's post-tax amount.

Choosing vending locations: All vending locations that were created for the vendor will appear at the bottom of your product creation pop-up. Check the box for each location that you want to be able to sell the product. If no location is chosen, the product will not appear on any menus.

Choosing custom filters: All custom filters that were created for the vendor will appear here, check the box for each location that you want to be able to sell the product.

When you save your product, you will be taken back to the product list and the new product will be listed.

Continue this process until all products have been added and assigned to their respective vending locations and, if applicable, custom filters. Once you've finished this step, you're all set to generate QR codes for your vending locations. These QR codes will enable your vendors to log in to a POS device and start selling their products.

Editing and deleting vendors, vending locations, and products

Once you have added vendors, vending locations, custom filters, and products you can make changes to them from Intellitix Cloud by following the instructions below.

Editing a Vendor’s name or contact information

Once logged into Intellitix Cloud, click Vendors from the menu options on the left side of the page.
Click View Vendor(s) next to the event you want to make changes to.
From the vendor list, click View next to the vendor you would like to make changes to.
This will open the vendor’s details. Click the Edit Icon next to the vendor’s name and contact information.
You can edit the vendor’s name, contact name, and contact email. When the information has been updated, click Save.

Deleting a Vendor

Warning

Once a vendor is added, you cannot delete that vendor. You can rename it to be a new vendor, but it cannot be removed.

Editing or deleting a vending location

Once logged into Intellitix Cloud, click Vendors from the menu options on the left side of the page.
Click View Vendor(s) next to the event you want to make changes to.
From the vendor list, click View next to the vendor you would like to make changes to.
From the Vending Location tab click Edit next to the vending location you would like to make changes to.
From the pop-up box, edit the name in the Location Title field to the new desired name, then click Confirm to save the changes.

If you’d like to delete a vending location click the Garbage Can Icon.
Confirm you want to delete the vending location by clicking Delete from the message that appears.

Note

If the vending location has been used, you are unable to delete it.

Editing Products

Note

If changes are made to a product’s details in Intellitix Cloud, in your reports, the original information of a product sold remains unchanged, while any new purchases will reflect the updated details. This will allow you to still see what products were sold at which price point or name.

Once logged into Intellitix Cloud, click Vendors from the menu options on the left side of the page.
Click View Vendor(s) next to the event where the product you want to make changes to is located.
From the vendor list, click View next to the vendor where the product you want to make changes to is located.
Click the Product List tab to view current products.
Then click Edit next to the product you would like to make changes to.
From the Product Details that appear you can update any of the information previously configured such as the product name, POS display name, price, category, tax rate or tax exemption status, and which vending locations the product is available at. Once you have finished updating the product, click Confirm to save the changes.

If you would like to remove a product from a vending location or from a custom filter, scroll down to the list of vending locations, then click the blue checkmark to uncheck the box beside the vending locations you want to remove the product from. Click Confirm to save changes.

Delete a Product

Once logged into Intellitix Cloud, click Vendors from the menu options on the left side of the page.
Click View Vendor(s) next to the event where the product you want to delete is located.
From the vendor list, click View next to the vendor where the product you want to delete is located.
The vendor’s detail page should default to Product List, if it does not click Product List to view current products.
Then click Edit next to the product you would like to delete.
From the Product Details that appear click the Garbage Can Icon in the top right corner.
When asked to confirm, click Delete.

How changes to a Vendor’s name, Vending Location, and Product affect reports

If you make any updates to a vendor name or vending location, the new names will be reflected in all reports even if transactions were completed with the previous vendor name and vending location name.

Deleting a product will not affect any previous transactions made as displayed in the cashless reports.

Preparing Devices for Cashless Sales

Once you've set up your vendors, vending locations, custom filters, and products, you're ready to generate QR codes for your vending locations. These QR codes will grant you access to log in to a POS device and begin selling your products. Check out one of the help articles below to learn how to log in to a vending location on a POS device and complete a transaction:

RFID POS Guide
Card Present POS Guide