Vendors & Payment Terms

Procurement → Vendors. Each vendor carries the details Ventorie reuses everywhere you buy from them: • Contacts — name, email, phone, and role; mark one Primary (it prefills the "Email PO to vendor" recipient). • Address, currency, and notes — the currency defaults new POs to that vendor. • Payment terms — deposit, balance trigger, and the small-order prepayment threshold (below). • Inbound hub — the default receiving location for their shipments. Add vendors one at a time with + New vendor, or bring a list in with Import (CSV with AI-assisted column mapping and a duplicate-safe dry run).

Open a vendor → Terms. Two settings describe how you pay: 1. % due on order — the deposit taken up front when the PO is placed. 0 means no deposit; 100 means the whole order is paid on order. 2. Remainder due — when the balance (the part not covered by the deposit) falls due. Choose: • Net days after completion — a net-N clock that starts when the order is received (e.g. Net 30). • Before shipment — about a week before the goods ship. • When shipped / at pickup — at the estimated ship date (when the vendor hands off or you collect). • On receipt — when the stock lands at your warehouse. The preview line at the bottom always spells the terms back to you in words.

Many suppliers prepay-in-full on small orders but offer a deposit split on larger ones. The Full prepayment under field captures exactly that: enter an amount and any PO below that total is treated as 100% paid up front, regardless of the deposit %. Orders at or above the threshold use the deposit % and balance trigger as normal. Leave it blank for no threshold. Example — "100% down for orders under $2,500, otherwise 75% down & 25% due when shipped or at pickup": set % due on order = 75, Remainder due = When shipped / at pickup, and Full prepayment under = 2,500. A $1,800 PO then schedules as a single full payment on order; a $6,000 PO schedules $4,500 on order and $1,500 at shipment.

You never re-enter terms per PO — they flow automatically into: • The Payment Schedule on the Purchase Orders page — every deposit, balance, and full-payment row with its due date, overdue pill, and 30/90-day buckets. Payments applied against a PO settle the deposit leg first, then the balance, so nothing double-counts. • The Cash Flow forecast (Financials → Cash Flow) — projected cash-out lands in the period each obligation is due. Changing a vendor's terms updates the schedule for their open POs the next time it's computed.