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Documentation Index

Fetch the complete documentation index at: https://docs.arcuserp.com/llms.txt

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

Setting up a new vendor in Arcus is the foundation for purchase orders, 3-way matching, and accounting. A complete vendor record includes contact details, payment terms, product links, and pricing agreements.

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Create a Vendor Account

  1. Go to Accounts.
  2. Click Create Account.
  3. Select “Vendor” as the account type.
  4. Enter the vendor name (business name as they appear on invoices).
  5. Enter the contact email and phone.
  6. Click Create Vendor.
Create vendor modal with name, email, and phone fields
Arcus opens the vendor detail page so you can add more information.

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Complete Vendor Details

On the vendor detail page, fill in: Address Information:
  • Billing address (where invoices are sent)
  • Remittance address (where you send payment)
  • These can be the same or different
Contact Information:
  • Primary contact name
  • Primary contact email and phone
  • Secondary contact (if applicable)
Tax and Legal:
  • Tax ID (if applicable)
  • Payment Terms (see section below)
  • Default currency (if different from your entity)
Vendor detail page showing address fields and tax ID

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Set Payment Terms

Payment terms define when and how you pay the vendor:
  1. On the vendor detail page, find Payment Terms.
  2. Click the dropdown or search for existing payment term templates (e.g., “Net 30”, “2/10 Net 30”).
  3. If no template exists, click Create Payment Term.
  4. Enter the term name (e.g., “Net 45”).
  5. Select the payment method (check, ACH, wire transfer, credit card).
  6. Set the due date offset (e.g., 45 days from invoice date).
  7. If applicable, set early payment discount (e.g., 2% if paid within 10 days).
  8. Click Save.
Payment terms configuration showing Net 45 example
The Products tab on the vendor record is where you tie products to this vendor for purchasing:
  1. On the vendor detail page, click the Products tab.
  2. Click Add Product.
  3. Search for the product by name or SKU.
  4. Click the product to add it.
Now the product is linked to this vendor.

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Configure Product Pricing and Rules

For each product linked to this vendor, you can set: Pricing:
  • Unit cost (what you pay the vendor per unit)
  • Currency (if different from entity default)
  • Effective date range (if pricing changes seasonally)
Minimum Order Quantity (MOQ):
  • The smallest quantity you can order
  • Example: minimum order is 24 units; cannot order 20
  • The system warns if you try to order below MOQ
Lead Time:
  • How many days before the vendor ships after you place the order
  • Used for reorder point calculations
  • Example: 14 days means plan to order 14 days before you need stock
Default Vendor Flag:
  • Mark this vendor as the default source for this product
  • When creating a PO, if this vendor is the default, Arcus pre-fills it
  • You can override and choose a different vendor on each order
Drop-Ship Flag:
  • Mark this vendor as the drop-ship supplier
  • When you create a sales order with this product, Arcus auto-creates a PO to this vendor
  • The vendor ships directly to your customer
Vendor product tab showing pricing, MOQ, lead time, and vendor flags

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Set Up Pricing Tiers (Optional)

If you have volume-based pricing agreements with the vendor:
  1. On the vendor product row, look for Pricing Tiers.
  2. Click to expand or add a tier.
  3. Enter the minimum quantity for this tier (e.g., “if you order 100+ units”).
  4. Enter the price per unit at that tier.
  5. Save.
Example:
  • 1-50 units: $10 per unit
  • 51-100 units: $9.50 per unit
  • 101+ units: $9 per unit
When you create a PO, Arcus calculates the line cost based on the quantity ordered and applies the right tier price automatically.
Update pricing annually Review and update vendor pricing and MOQs at least once per year. Communicate with vendors about any changes. Keep a changelog of price adjustments in the vendor’s activity timeline.

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Troubleshooting Common Issues

I cannot find a product to link - The product may not exist in Arcus yet. Create the product first. See Products > Setup. Lead time changes but I don’t want to update every linked product - You can only change MOQ and lead time per product-vendor link. If many products have the same lead time, consider a note in the vendor account activity timeline. Discount not applied to the PO - Verify the pricing tier minimum quantities are correct. If you ordered 99 units but the tier starts at 100, the tier discount does not apply. Reorder to meet the threshold or contact the vendor to negotiate a special discount. Cannot delete a vendor - If the vendor is linked to open POs or historical transactions, Arcus prevents deletion to maintain audit integrity. You can mark the vendor as “Inactive” instead to stop using them for new orders.

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Best Practices

Audit vendor contact info
  • Quarterly, verify that the email and phone on file are current
  • Outdated contact info leads to communication delays and payment errors
Monitor lead time performance
  • If a vendor consistently ships slower than their stated lead time, adjust the lead time in Arcus to reflect reality
  • Use this adjusted lead time for reorder calculations
Document special terms in activity notes
  • If the vendor gave you a one-time discount or special payment arrangement, record it in the activity timeline
  • This helps future team members understand why a PO looks different
Link all drop-ship products
  • If you use drop-shipping with a vendor, ensure all applicable products are marked with the drop-ship flag
  • Missing flags lead to manual PO creation and lost automation benefits

Create and Manage Purchase Orders

How to create POs using the vendors you set up.

Receive Against a Purchase Order

How to record receipts from vendors.

AP Bills

How to process vendor invoices after receipt.