Table of Contents
PERMISSIONS: Account Owners and Administrators can manage all aspects of vendor records.
For Regular Users, vendor permissions include Create, View, Edit and Delete. Note that all users can view the list of vendor names in order to select and apply to various associated records, such as Fuel Entries, Service Entries and Work Orders. The View permission specifically refers to the ability to view vendor details (contact name, address, custom fields, etc.).
A Vendor is any entity that your organization does business with. This might include vehicle or equipment service providers, purchasing and loans, retail suppliers, fuel providers and much more. This entity can be a third-party provider or an in-house group or cost center.
Fleetio gives you the ability to link a Vendor with a Service Entry, Fuel Entry and other records. This makes it easy to see exactly how much you are spending with each Vendor, and to generate Reports accordingly.
Vendors Index
Navigate to Vendors in the Sidebar Navigation.
In the Vendors index, you may take advantage of these features and functions.
- Click the tabs (a) to view Vendors by classification (Fuel, Service, Parts, etc.), Archived vendors, or click + Add Tab to add a new Saved View.
- Search and Filter the index (b)
- Click the Index Settings button (c) to manage columns and the order they're shown
- Click Save View to save your filters as a new view. See Saved Views to learn more.
- Click on a Vendor (e) to view the Vendor Details
- Access Edit, Archive, and Merge, options using the More Actions button (f)
- Check the boxes (g) to the left of the Vendor Name in each row to multi-select and apply Bulk Actions.
- Click + Add Vendor (h) to add a new Vendor
Add Vendors
You can Add Vendors individually (via the + Add Vendor button shown above), or in bulk via Import. A Vendor record can include various information.
Vendor Details
The Vendor Name (a) is the only required field. Optionally include Phone Number (b) and Website (c). If you enter a website URL, it will automatically hyperlink on the Vendor List and Vendor Profile screens for easy access.
When you add a valid Address (d), it will be linked to Google Maps on the View screen. In addition, a Location Entry can then be tracked for any Service Entries and Fuel Entries attributed to this Vendor.
NOTE: Vendor records must be unique based on Vendor Name and Address. For example, you may have two Vendor records with the same Vendor Name, but each must have a different Address.
Contact Person
The primary contact Name, Phone and Email.
Classification
A Vendor may optionally be designated as Equipment, Fuel, Service, Parts, and/or Vehicles.
This indicates whether or not a Vendor will be available in the drop-down selection to add to Equipment, Fuel Entries, Service Entries and Work Orders, Parts and Purchase Orders, or Vehicles.
TIP: Learn more in the Vendor Classification article.
Custom Fields
Custom Fields can be created for Vendor records in your Account Settings. Custom Fields can be set as required on any individual Custom Field in Account Settings. Any Custom Fields available will display here.
TIP: Learn more in the Custom Fields article.
Click Save & Add Another to continue with more Vendors, or Save Vendor to complete.
View and Edit Vendors
Select a Vendor from the list to view the Vendor Overview, where you can access:
- (a) Comments, Photos and Documents
- (b) Work Orders, Service History, Fuel History, and Purchase Orders
- (c) Map of Location, if the Address has been entered, with a quick link to Google Maps
- (d) Watch Vendor
- (e) Edit details including Address, Contact, and Vendor Classification
- (f) Click the More Actions menu to Merge, Archive, or View Record History
Confirm the correct desired Vendor Classifications are assigned:
Expand the right sidebar to manage Comments (a), Photos (b), and Attachments (c):
NOTE: If you are Watching a vendor and another user comments on the vendor, you will receive a notification alerting you to the comment, based on your settings in the Watched Vendor Notification section of User Notification Settings.
Pinned Fields
Fleetio allows you to pin fields you commonly use to the top of the Details card. Once pinned, these fields will be added to the Pinned Fields subsection. To pin a new field, hover over the field and click the Pin Icon. To unpin a field, click the Pin Icon again.
PERMISSIONS: Users with View permissions can personalize the Details card by pinning fields.
NOTE: You can only pin fields in the Details card. When you pin a field, this will be available for all Vendor Details Pages you access. Pinned fields are only pinned for you; the fields you pin in the Details card will not affect other Users' Details Pages in your organization.
Reorder your pinned fields by clicking and dragging the reorder icon on the left side.
Network Status
View Vendor Network Status directly on the Vendor page. For vendors that are unavailable, click Invite (a) next to the vendor. You will be asked to provide a contact name and email to send an invitation. Click the Verified button (b) next to the vendor that is verified to view more detailed information about the vendor.
NOTE: The Network Status column is displayed by default if you have Maintenance Shop Network enabled. If you do not have Maintenance Shop Network enabled, this column will be hidden by default.
Manage Columns
Take control of your data and decide what columns you want visible and the order they are shown.
- Available Columns provides your field options.
- Checked fields are included. Uncheck to remove the field.
- Visible Columns is the list of checked fields.
- Drag-and-drop to reposition column order.
- Restore Defaults returns the fields to the system default view.
- Click the X to remove from Visible Columns.
- Be sure to Apply Changes.
Integration Vendors
Fleetio integrates with many third-party systems, automating data entry by receiving fuel transactions, vehicle locations and other vehicle data. In the course of this data import, new records are created in the Fleetio database. When communication via Fleetio integration results in the creation of a new Vendor record, this Vendor is flagged in the Vendor List with an Integration Vendor symbol:
The Vendor Record will include a special read-only data field Integration Vendor ID, displayed in the Details section of the Vendor Profile:
Archive, Restore, or Delete Vendors
A Vendor can be Archived when you wish to retain their information in the system, but do not want the name to appear in your Vendor List or in drop-down choice lists.
An Archived Vendor can still be Restored if you wish to reactivate the record, or they may be permanently Deleted.
TIP: Learn more in the Archive, Restore or Delete Vendors article.
Vendor Reports
Many Reports include Vendor as a Filter option, for example the Service Summary Report:
