Important: Before following this guide you must create at least one Vendor Category. To do so follow the guide How to Create a New Vendor Category
What is a Vendor in Okya?
A Vendor refers to any supplier that provides goods, raw materials, ingredients, packaging, or services to your business. Vendors are used throughout Okya to support purchasing, procurement workflows, and accurate cost and stock management.
Vendors can include packaging suppliers, produce farms, meat distributors, beverage suppliers, cleaning product suppliers, or any company your business purchases from. Creating and organizing Vendors properly ensures smooth ordering, receiving, invoice tracking, and reporting.
The elements for Vendors are defined below.
Element | Description |
Name (required) | The official company name of the vendor (e.g., PackRight Solutions, Fresh Farms Produce, MeatCo Distribution). This will be used throughout procurement workflows and reports. |
Code (required) | A unique identifier used to classify the vendor internally (e.g., VEND-PCT-004, VEND-MT-002). Codes help keep records consistent across multiple stores and warehouses. |
Vendor Category (required) | Assigns the vendor to the correct vendor category (e.g., Packaging, Produce, Meat, Dairy). This helps ensure proper grouping and reporting. |
The primary contact email for orders, invoices, or communication with the vendor. | |
Phone | A direct phone number for the vendor or account manager, used for delivery coordination. |
Address | The vendor’s physical or billing address. This is helpful for delivery reference, invoice auditing, and cross-location purchasing. |
How to Create a New Vendor and Assign It to a Vendor Category
1. Introduction
You will learn to enter vendor details and save the new vendor correctly.
2. Navigate to Stock Section
Click the Stock menu to access inventory-related options.
3. Open Vendors Page
Click the Vendors option to view and manage your vendor list.
4. Click 'New Vendor' button
Click the 'New Vendor' button to begin adding a new vendor.
5. Enter Vendor Name
Navigate to the Vendor Name field to input the name of the Vendor.
6. Enter Vendor Code
Click the Vendor Code field to input the Vendor Code.
7. Select Vendor Category from the dropdown menu.
Click the Vendor Category dropdown to view available vendor categories.
8. Enter Vendor Email
Click the Email field to input the vendor's email.
9. Enter Vendor Phone Number
Click the Phone field to input the vendor's phone number.
10. Enter Vendor Address
Click the Address field to input the vendor's address.
11. Save New Vendor
Click the Save button to store the new vendor information.
12. Confirm Vendor Creation
Check Vendor page to verify the vendor was created successfully.
You have successfully created a new vendor in Okya and assigned it to an existing vendor category. Next, you can manage vendor details or add additional vendors as needed.