Vendors#

A vendor represents an external entity which Fiscal Hosts can attribute contributions or expenses to. By default, vendors have no public profile and are only able to be created and edited by Fiscal Host Admins.

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New: Vendors can now optionally enable a Contributor Profile to showcase their activity on the platform as contributors to collectives. This is disabled by default and can be enabled when creating or editing a vendor.
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Navigate to your Fiscal Host Dashboard and select Vendors.

Review Existing Vendors#

Utilize our potential Vendor tool to transform any past organizations into Vendors and contribute to a cleaner platform.

These are organizations that any admin of your Fiscal Host is also an admin of. These organizations have been used to submit an expense to either your Fiscal Host or any of your Collectives.

Create a Vendor#

You can create a Vendor by clicking on “Create Vendor”

You will then be prompted to provide the following Vendor information:

• Image (optional)
• Vendor's Name
• Vendor's Legal Name (optional)
• Contributor Profile (optional)
  • When enabled, the vendor will have a public profile page displaying their contributions to collectives
  • When disabled (default), the vendor has no public presence and only appears in host admin views
• Tax Form (optional)
  • Tax Form URL (optional)
• Tax Identification
  • Identification System (optional)
  • ID Number (optional)
• Contact Name (optional)
• Contact's email (optional)
• Mailing Address (optional)
• Payout method (optional)
• Notes (optional)

Screenshot of Create Vendor modal

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Automatic tax form collection is not active by default for Vendors. When creating a Vendor this information needs to be manually provided.
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Edit and Update a Vendor#

Click on an existing Vendor to open a side-drawer that will display the current Vendor information.

To edit the Vendor details click on Edit Vendor

When you are done editing, click “Update Vendor.”

If your fiscal host requires two-factor authentication for admins, you will be prompted for a 2FA code when adding or updating a vendor payout method.

Archive/Unarchive a Vendor#

Click on the three dots to the right of Vendor and then select the Archive button.

You can view all archived Vendors in the archived tab. Within this view, you can unarchive Vendors.

Assign Contributions to Vendors#

When creating contributions (through either added funds or pending contributions) you can attribute the contribution to a Vendor by typing in the Vendor's name.

You can also create a new Vendor by simply entering a Vendor name and clicking Create Vendor.

You can add additional Vendor information via the Vendor settings in your Fiscal Host dashboard.

Vendor availability#

By default, expense submitters can only select vendors that are available for the Collective they are expensing. Fiscal Host admins can always select any vendor on their host, regardless of which Collective the expense is for.

This helps host admins manage cross-Collective vendor relationships and process expenses that involve vendors shared across multiple hosted accounts.

Submit an Expense on Behalf of a Vendor#

In order to use vendors for expense submission a payment method must be included in the vendor profile.

Once submitting an expense you can attribute it to a selected Vendor by searching for the Vendor's name.

You will not be prompted for a payment method. The payment method that is listed for the Vendor in the Vendor settings will be used to process the payment.

Enable Other Expense Submitters to Submit Expenses on Behalf of Vendors#

By default, only Fiscal Host admins are able to submit expenses to Vendors. However, you can enable expense submitters to also submit expenses to your Vendors.

To enable this, go to the Fiscal Host Dashboard > Settings > Policies. There you will find an option to enable all users to submit expenses to Vendors.

Creating vendors inline#

Fiscal host admins can create vendors without leaving the expense or expected funds flow:

• Expense submission: On the Who is getting paid step, select A vendor and type a new name in the picker. Choose Create vendor: {name} to create and select a vendor scoped to that collective.
• Add Funds / Expected Funds: In the contributor or source picker, type a new vendor name and choose Create vendor: {name}.

Non-host submitters (when the vendor policy is enabled) can search and select existing vendors but cannot create new ones inline. Use Dashboard > Vendors to manage the vendor directory.

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Vendors may not always have a payment method attached. To payout an expense, this payment information will need to be added by a Fiscal Host admin.
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