Documentation Index

Fetch the complete documentation index at: https://help.mathership.com/llms.txt

Use this file to discover all available pages before exploring further.

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Managing Vendors

Use Managing Vendors to view and manage the suppliers you can order from in Bestellfix. Vendor access is company-specific. If you manage more than one company or location, make sure the correct company is selected.

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What are vendors?

Vendors are suppliers connected to your restaurant company. Connected vendors can provide:

• Product catalogs
• Customer-specific products and prices
• Order processing
• Order history
• Vendor-specific customer numbers

Once a vendor is connected, you can order from that vendor through Bestellfix.

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View your vendors

To view your vendors:

1. Go to Settings
2. Open Managing Vendors
3. Review your connected vendors

Depending on your setup, vendors may also appear on the dashboard or in the ordering area.

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Vendor relationships

A vendor relationship connects your company with a supplier company. This relationship can store vendor-specific information, such as:

• Vendor company
• Your customer company
• Customer number
• Active status
• Vendor-specific order history

Your customer number can be important because vendors often use it to identify your account.

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Pending vendor invitations

Vendors can invite your company to connect with them. Pending invitations may show:

• Vendor name
• Vendor city
• Vendor phone number
• Invitation message
• Invitation date

You can accept or reject pending invitations.

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Accept an invitation

To accept a vendor invitation:

1. Open Managing Vendors
2. Review pending invitations
3. Select the invitation
4. Click Accept

After accepting, the vendor becomes connected to your company.

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Reject an invitation

To reject an invitation:

1. Open Managing Vendors
2. Select the pending invitation
3. Click Reject

Rejected invitations are no longer shown as active pending invitations.

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Vendor contacts

You can also manage vendor contacts that are not full platform vendor relationships. Vendor contacts are used when you place an order by entering a vendor name and email address directly. A vendor contact can include:

• Vendor name
• Vendor email address
• Active status

These contacts help you reuse supplier email addresses for future orders.

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Add a vendor contact

To add a vendor contact:

1. Open Managing Vendors
2. Open Vendor Contacts
3. Click Add Contact
4. Enter the vendor name
5. Enter the vendor email address
6. Save the contact

The contact can then be selected when placing orders by email.

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Edit a vendor contact

To edit a vendor contact:

1. Open the vendor contact list
2. Select the contact
3. Update the name or email address
4. Save the changes

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Remove a vendor contact

To remove a vendor contact:

1. Open the vendor contact list
2. Select the contact
3. Click Remove or Delete

The contact is deactivated, not permanently removed from past order history.

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Ordering from connected vendors

To order from a connected vendor:

1. Select the vendor
2. Browse the vendor catalog
3. Add products to your basket
4. Select a delivery location
5. Send, save as draft, or schedule the order

Connected vendor orders are linked to the vendor relationship.

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Ordering from vendor contacts

You can also place an order using a saved vendor contact or a manually entered vendor name and email address. This is useful when:

• The supplier is not fully onboarded as a platform vendor
• You want to send an order by email
• You regularly order from a supplier by email

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Vendor catalogs

Connected vendors can provide catalogs with:

• Article numbers
• Product names
• Packaging
• Descriptions
• Prices
• Availability

Catalogs are maintained by the vendor. If products or prices look wrong, contact the vendor or your Bestellfix support contact.

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Customer numbers

Some vendor relationships include a customer number. Your customer number may appear on orders and exports so the vendor can assign the order correctly. If the customer number is missing or wrong, update it where available or contact support.

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Vendor bans or unavailable vendors

A vendor may not appear if:

• The vendor is not connected to your company
• The vendor relationship is inactive
• The vendor has blocked or disabled ordering for your company
• You are viewing the wrong company/location

If a vendor should be available but is missing, check the selected company first.

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Multi-vendor ordering

Bestellfix can support ordering from multiple vendors in one workflow. In this case:

• Products are grouped by vendor
• Bestellfix creates separate child orders per vendor
• Each vendor receives only their own order
• The parent order keeps the grouped order together

This is useful when preparing one larger basket across several suppliers.

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Vendor-specific order history

Order history can be viewed per vendor or across all vendors. You can use order history to:

• Review previous orders
• Check order status
• Search by order number, vendor, or delivery location
• Download order documents where available
• Reorder similar items

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Best practices

• Keep vendor contacts current
• Use connected vendors where possible
• Check the correct company before managing vendors
• Review pending invitations regularly
• Keep customer numbers accurate
• Use product lists for frequently ordered vendor products
• Use clear vendor contact names for email-only suppliers

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Troubleshooting

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Vendor does not appear

Check that:

• You selected the correct company
• The vendor relationship exists
• The vendor is active
• The vendor has not blocked your company

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Invitation does not work

Check that:

• You are logged in with the invited email address
• The invitation is still pending
• The invitation belongs to your account

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Cannot order from a vendor

Check that:

• The vendor is connected
• The vendor has products available
• A delivery location exists
• Your company is not blocked by the vendor

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Vendor contact does not appear

Check that:

• The contact is active
• You are in the correct company
• The contact was saved successfully

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Wrong customer number

Check the vendor relationship details. If you cannot edit it yourself, contact support or the vendor.

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