Vendors

Manage your supplier and vendor records, including contacts, addresses, and purchase history.

Overview

Vendors represent the companies and suppliers you purchase materials and services from. Each vendor record stores organization details, contact information, and a full address. From a vendor's profile, you can view all associated purchase orders, bills, contacts, and uploaded documents in one place.

Before You Begin

Prerequisites:

  1. You have the Vendors: Create permission on your role.

Creating a Vendor

Organization and Contact Details

  1. Navigate to Purchasing > Vendors.

  1. Click the + New button.

  1. Enter the Organization name. This is the only required field.

  1. Enter the vendor's Email address. Forz validates the email format.

  1. Fill in optional contact fields: Title, First Name, Last Name, Main Phone, Mobile Phone, and Fax.

Address

  1. Enter the Street address.

  1. Add Street 2 for suite or unit numbers if needed.

  2. Enter the City, State, and Zip Code.

  3. Click Save.

Expected result: Forz creates the vendor with a unique vendor number (e.g., V-1001). If you provided a first name, Forz also creates a linked contact record automatically and marks it as the primary contact.

Note: Forz auto-creates a contact from the vendor's name and email fields. You can add more contacts later from the vendor's detail page.

Viewing a Vendor Profile

The vendor detail page organizes information across several tabs.

  1. Navigate to Purchasing > Vendors.

  2. Click on a vendor row to open their profile.

  3. Use the tabs to view different sections.

  • Overview — vendor details, primary contact, and address.

  • Contacts — all linked contacts (appears when 2+ contacts exist).

  • Purchase Orders — open and historical POs for this vendor.

  • Bills — open and historical bills from this vendor.

  • Files — uploaded documents attached to this vendor.

Expected result: The vendor profile displays with the overview tab selected by default. Open purchase orders and open bills appear on the overview for quick reference.

Editing a Vendor

  1. Open the vendor profile.

  1. Click Edit .

  1. Update the fields you need to change.

  1. Click Save.

Expected result: Forz saves the changes and redirects you back to the vendor profile with a success message.

Tip: You can edit individual fields inline by clicking on them directly from the vendor profile, without opening the full edit form.

Deleting a Vendor

  1. Open the vendor profile.

  2. Click Delete.

  3. Confirm the deletion.

Expected result: Forz moves the vendor to the trash bin. You can restore it from Settings > Trash Bin if needed.

Warning: Deleting a vendor also removes its associated purchase orders and bills. Review open POs and unpaid bills before deleting.

What Happens After Creation

When a vendor is saved, Forz automatically:

  • Generates a unique vendor number using the sequential numbering system.

  • Creates a primary contact from the first name, last name, and email fields (if a first name is provided).

  • Makes the vendor searchable across the app for PO and bill creation.

Common Scenarios

Adding an HVAC equipment supplier

An HVAC company sets up their primary equipment distributor in Forz to track all part orders.

  1. Navigate to Purchasing > Vendors and click + New.

  2. Enter "National HVAC Distributors" as the organization.

  3. Enter the sales rep's details: "John Smith", email "john@nationalhvac.com", phone "(555) 123-4567".

  4. Enter the warehouse address for shipping reference.

  5. Save the vendor, then create purchase orders directly from the vendor profile.

Managing multiple contacts at a plumbing supplier

A plumbing contractor works with different people at the same supply house — one for quotes and another for deliveries.

  1. Open the vendor "Metro Plumbing Supply".

  2. Go to the Contacts tab.

  3. Add a second contact for the delivery coordinator with their direct phone number.

  4. The primary contact remains the sales rep for PO correspondence.

Reviewing purchase history with an electrical supplier

Before negotiating pricing with a vendor, a manager wants to see all past orders.

  1. Open the vendor profile for "Valley Electric Supply".

  2. Click the Purchase Orders tab to see all POs, both open and completed.

  3. Click the Bills tab to review payment history and outstanding balances.

Troubleshooting

Problem

Solution

"Organization can't be blank" error when saving

Enter a value in the Organization field. This is the only required field for vendors.

"Invalid email address" error

Check the email format. Forz validates that the email follows standard formatting (e.g., name@domain.com). Leave the field blank if you do not have the vendor's email.

Vendor does not appear in the PO vendor dropdown

Confirm the vendor was saved and not deleted. Check the trash bin in Settings > Trash Bin if it was recently removed.