Vendor Setup and Management

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

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.
Product List	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 Console under your organization, click Events from the menu and select the event you want to add vendors to.
Click Vendors on the left side menu.
Click Add New Vendor on the top right.
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 to your event.

Configuring vendor payment methods and tipping

Once vendors have been added to an event, you can configure their accepted payment methods and tipping options under the Details section on your vendor page.

RFID Cash Card	An RFID card that guests can load cash onto at an event to use in place of cash for transactions.
Card (Debit/Credit)	Allows guests to pay using their debit or credit cards directly at the point of sale (POS).
Top-up Funds	Allows guests to purchase with funds they added to their wristband at an on- site top-up station.
Saved Payment Method	Allows guests to purchase using their wristband via the payment method they saved to their Intellitix Account.

From Intellitix Console under your organization, click Events from the menu and select the event you want to configure payments for.
Click Vendors on the left side menu.
Click View next to the vendor whose payment settings you would like to configure.
Under Payment Configuration, you will see four options of payment methods:

RFID Cash Card
Card (Debit/Credit)
Top-up Funds
Saved Payment Method

Choose one or more of the following options by checking the box beside each option. The options available will be dependent on what payment flow type your event has been configured for under the Event Details section.
Under Tipping, you will see the option to enable tipping during the event. This will only be available if tipping has been enabled in the Details page under the Merchant section.
To enable tipping, toggle the Tipping enabled switch to On.
Click Save to apply the selected payment methods and tipping configuration.

Adding vending locations

From Intellitix Console under your organization, click Events from the menu and select the event you want to add vending locations to.
Click Vendors on the left side menu.
You will be taken to the vendor list, then click View next to the vendor you would like 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.
Scroll down and click Add New Location.
In the pop-up that appears, enter the Vending Location’s name then click Save.

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

Warning:

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 chips, you can create a product filter named "Chips" 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 Intellitix Console under your organization, click Events from the menu and select the event you want to add product filters to.
Click Vendors on the left side menu. From the vendor list, click View next to the vendor you would like to add product filters to.
Scroll down and select the Product Filters tab. Click the Add New Filter button.
Name your product filter.
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 to a product filter click Edit on the right hand side, you can also delete a product filter from this edit pop up by clicking the garbage can icon..

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 and/or product filters

From Intellitix Console under your organization, click Events from the menu and select the event you want to add products to.
Click Vendors on the left side menu.
You will be taken to the vendor list, then click View next to the vendor you would like 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.
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 Console, 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 with one price and one size.
	Products that have more than one product size.
	Free products.
	Undefined Price: Products that you can enter 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 an event-level tax rate, 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.

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 Console by following the instructions below.

Edit an existing vendor’s name or contact information
Deleting a vendor
Edit or Delete a Vending Location
Make changes to an existing product
Delete an existing product
How vendor name, vending location, and product changes affect reports

Editing a Vendor’s name or contact information

From Intellitix Console under your organization, click Events from the menu and select the event you want to make changes to.
Click Vendors from the menu options on the left side of the page.
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 into the text box under Vendor Name to edit the vendor’s name. You can edit the vendor’s contact name and contact email under Contact Details.
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

From Intellitix Console under your organization, click Events from the menu and select the event you want to make changes to.
Click Vendors from the menu options on the left side of the page.
From the vendor list, click View next to the vendor you would like to make changes to.
Scroll down to 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 Location Name to the new desired name, then click Save.

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.

Editing Products

Note:

If changes are made to a product’s details in Intellitix Console, 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.

From Intellitix Console under your organization, click Events from the menu and select the event you want to make changes to.
Click Vendors from the menu options on the left side of the page.
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 section 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

From Intellitix Console under your organization, click Events from the menu and select the event you want to make changes to.
Click Vendors from the menu options on the left side of the page.
From the vendor list, click View next to the vendor where the product you want to delete is located.
Scroll down the Details page and 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 can log in to a POS device by using the QR code from the vending locations tab.

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:

Point-of-sale Transaction Guide