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This guide helps you maintain your FBO vendor directory, add new suppliers, update contact details, and manage vendor status for procurement workflows.
Who should read this: FBO managers, procurement staff, and operations coordinators responsible for maintaining supplier relationships and ordering inventory.Prerequisites: No additional setup is required. The vendor directory is available as soon as the FBO module is enabled.
The FBO module must be enabled for your workspace. Contact your workspace administrator if you do not see the FBO section in the sidebar.
Keep your vendor directory current by deactivating vendors you no longer use rather than deleting them. This preserves purchase order history and audit trails while keeping the active vendor list clean.

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Add a Vendor

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Step 1: Open the vendor directory
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Navigate to FBO > Inventory and select the Vendors tab to view the vendor directory.
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Step 2: Click New Vendor
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Click New Vendor in the page header. A form opens for entering vendor details.
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Step 3: Enter vendor information
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Fill in the vendor profile:
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FieldDescriptionNameThe vendor’s company or business name. Required.EmailPrimary email address for orders and communication.PhonePhone number for the vendor’s sales or order desk.CategoryClassification for the vendor (e.g., fuel supplier, parts distributor, catering, office supplies).AddressPhysical or mailing address.NotesInternal notes about the vendor — payment terms, account numbers, or special instructions.
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Step 4: Save the vendor
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Click Save. The vendor is created in Active status and is immediately available for selection on purchase orders.

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Edit a Vendor

Open the vendor directory, click the vendor you want to update, and modify any fields. Click Save to apply the changes. Updates to vendor details do not affect existing purchase orders — those retain the information captured at the time the PO was created.

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Deactivate a Vendor

If you stop working with a vendor, deactivate them rather than deleting the record:
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Step 1: Open the vendor record
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Navigate to the vendor directory and click the vendor you want to deactivate.
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Step 2: Toggle the active status
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Set the vendor’s status to Inactive. Inactive vendors do not appear in the vendor dropdown when creating new purchase orders.
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Step 3: Save the change
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Click Save. The vendor remains in the directory for historical reference but is excluded from active procurement workflows.
Deactivating a vendor does not affect existing purchase orders. Any open POs linked to the vendor continue through their normal lifecycle. Only new PO creation is affected.

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Reactivate a Vendor

To bring a deactivated vendor back into use, open their record, set the status to Active, and save. The vendor reappears in the purchase order vendor dropdown immediately.

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Review Vendor History

To see all purchase orders associated with a vendor, open the vendor record and review the linked POs. This history helps you evaluate vendor performance, track spending patterns, and identify your most-used suppliers.

Manage FBO Purchase Orders

Create and track purchase orders sent to your vendors.

Use the FBO Point of Sale

Manage the products that vendors supply for POS sales.

FBO Statuses

Vendor statuses and purchase order lifecycle states.

Handle FBO Billing

Manage invoices and financial transactions with vendors.
Last modified on April 11, 2026