Vendor Setup and Management

In this article we will review:

Vendor Overview 

Before vendors can log in and start selling products, their menus need to be configured in your Intellitix Cloud.

Menus are configured by creating vendors within an event, then adding vending locations, adding products, and assigning those products to each vending location.

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) 

Products - The items or services being sold at each vending location. These are created for each vendor and then assigned to specific vending locations. (ex: soda, water, beer, wine)

Adding Vendors to an event

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

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

Adding Vending Locations

  1. From Intellitix Cloud, click Vendors on the left side menu
  2. 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 
  3. You will be taken to the vendor list, then click View next to the vendor you would like to add vending locations to
  4. While viewing the vendor, click Vending Locations
  5. Then click Add New Location
  6. In the pop-up that appears, enter the Vending Location’s name then click Confirm

  1. The new vending location will appear on your list of vending locations for that vendor

  1. 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 and to generate the QR code that vendors will use to log in and start a sales session

  1. When you’re done adding vending locations, you’re ready to begin adding products

Adding Products and assigning them to Vending Locations

  1. From Intellitix Cloud, click Vendors on the left side menu
  2. Click View Vendor next to the event you want to add products to
  3. You will be taken to the vendor list, then click View next to the vendor you would like to add products to
  4. When viewing the vendor’s details it will default to the Product List, if it doesn’t, click Product List below the vendor’s information
  5. Then click the Add New Product button

  1. Add the product’s details, choose which vending locations the product will be available at, then click Confirm
    • Product Name - The name that will be displayed in Console, on purchaser’s receipts, and in reports
    • POS Display Name - The name that will be displayed on the menu in Intellitix FOS App when the vendors are selling products (28 character limit)
    • Price - The base price for the item or service
    • Category - Choose the best category that fits the item or service from the list
    • Tax rate - If a tax percentage should be charged on the item the percentage can be entered here.
      •  If you already configured a Tax rate for your event, it will automatically be displayed here
      • If the item is exempt from tax use the checkbox to mark it as tax-exempt
      • Alternatively, you can enter 0 for the tax rate
    • Choosing vending locations - All vending locations 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. 
      • If no location is chosen, the product will not appear on any menus
  2. You will then be taken back to the product list and the new product will be listed

  1. Repeat this process until all products have been added and assigned to their vending locations
  2. Once all products have been added to the vending locations, you are ready to begin generating your vending location’s QR codes that will be used to log in to a POS device and to sell your products

Preparing devices for cashless sales 

Once you have added your vendors, their vending locations, and products you’re ready to begin signing in the device(s) that will be using Intellitix FOS App to process cashless sales (the Point-of-Sale or POS devices). This section will show you how to obtain the QR codes that can be used to sign vendors into their vending locations.

  1. From Intellitix Cloud, click Vendors on the left side menu
  2. Click View Vendor  next to the event you would like to obtain the login QR codes for
  3. You will be taken to the vendor list, then click View next to the vendor you would like to obtain the login QR codes for
  4. Once you’ve entered the vendor, click Vending locations
  5. Click the QR code button next to the vending location to open the QR code that can be used to log in each vending location. 
  6. You will need to log each point-of-sale device into its vending location with the corresponding QR code. The QR code will be labeled with the vendor name and vending location as well as its expiry date and time

You can either:

  •  Print it by clicking the Print Code button under QR code.
  • Scan it directly from your computer screen with the POS device.
  • Save a screenshot to your computer) to be used later or shared.
    1. To screenshot from Mac - use the Command, Shift, 4 keys at one time to take a screenshot. 
    2. To screenshot from Windows - use the snipping tool from your computer’s menu. 

Warning

QR Codes expire after 7 days, so please ensure you do not print or screenshot the QR codes more than 7 days before your event. The expiration date and time is printed below each QR code. Additionally, QR codes regenerate each time you click on the QR code button. If the QR code regenerates, any codes previously generated remain active until their expiration date and time.

Editing and deleting Vendors, Vending Locations, and Products

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

Editing a Vendor’s name or contact information

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

    Note

    Contact emails can only be entered in an email format (example: @domainname.com) and not plain text. Entering an email that is not in email format will return an error message when trying to save. 

  6. You will see a confirmation box letting you know that the vendor has been updated successfully, and will be taken back to the vendor’s detail page and product list

 

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.

Make changes to a Vending Location’s name

  1. Once logged into Intellitix Cloud, click Vendors from the menu options on the left side of the page
  2. Click View Vendor(s) next to the event you want to make changes to
  3. From the vendor list, click View next to the vendor you would like to make changes to
  4. From the vendor details page that opens, click Vending Locations
  5. Then click Edit next to the vending location you would like to make changes to
  6. 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
  7. You will see a confirmation box letting you know that the vending location name has been updated successfully, and will be taken back to the vendor’s detail page and vending locations list

Delete a Vending Location

  1. Once logged into Intellitix Cloud, click Vendors from the menu options on the left side of the page
  2. Click View Vendor(s) next to the event you want to delete the vending location from
  3. From the vendor list, click View next to the vendor you would like to delete the vending location from
  4. From the vendor details page that opens, click Vending Locations
  5. Then click Edit next to the vending location you would like to delete
  6. From the pop-up box, click the Garbage Can Icon
  7. Confirm you want to delete the vending location by clicking Delete from the message that appears
  8. You will see a confirmation box letting you know that the location has been deleted successfully

Editing Products

Note

If changes are made after the existing product has been sold, the updates to the product will appear in a new line on any reports that have a line per product. This will allow you to still see what products were sold at which price point or name.

For example - if a burger was $8 then the price is changed to $10 there will be two lines for the same product, one with the unit price listed as $8 and another with the unit price listed as $10. 

  1. Once logged into Intellitix Cloud, click Vendors from the menu options on the left side of the page
  2. Click View Vendor(s) next to the event where the product you want to make changes to is located
  3. From the vendor list, click View next to the vendor where the product you want to make changes to is located
  4. The vendor’s detail page should default to Product List, if it does not click Product List to view current products
  5. Then click Edit next to the product you would like to make changes to
  6. 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.
  7. You will see a confirmation box letting you know the product changes were added successfully

Remove a Product from a Vending Location

  1. Once logged into Intellitix Cloud, click Vendors from the menu options on the left side of the page
  2. Click View Vendor(s) next to the event where the product you want to remove is located
  3. From the vendor list, click View next to the vendor where the product you want to remove is located
  4. The vendor’s detail page should default to Product List, if it does not click Product List to view current products
  5. Then click Edit next to the product you would like to remove
  6. From the Product Details that appear, 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
  7. You will see a confirmation box letting you know the product changes were added successfully and the number under Vending Locations next to that product will change to reflect how many locations it is now assigned to

Delete a Product

  1. Once logged into Intellitix Cloud, click Vendors from the menu options on the left side of the page
  2. Click View Vendor(s) next to the event where the product you want to delete is located
  3. From the vendor list, click View next to the vendor where the product you want to delete is located
  4. The vendor’s detail page should default to Product List, if it does not click Product List to view current products
  5. Then click Edit next to the product you would like to delete
  6. From the Product Details that appear click the Garbage Can Icon in the top right corner
  7. When asked to confirm, click Delete
  8. You will see a confirmation box letting you know the product was successfully deleted and it will be removed from the product list

 

How changes to a Vendor’s name, Vending Location, and Product affects 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.

For product name and price changes, any report at the product level will create a new row for the updated product name or price. Sales will not be combined into one row. All reports at the order level will reflect the updated product name or price after the change has been made for new transactions.

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

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