Support

Add new vendor

There are two ways to add a vendor, either by clicking the add button or by doing an Import of an Excel file. This section describes how to add a vendor manually.

To add a new vendor manually, click the Add button to add one vendor at a time and you will get this pop up window:

Enter all of the information and hit save. The revenue is there if you have any sales goals tied to the Outbound Salesperson’s performance.

After hitting save, it will take you to the Vendor Page.

Notes

The main section for the Outbound Salesperson to use is the Notes section on the right side of the page. Click +Add to add a note. If there are multiple notes on an account, the newest note will show at the top of the page.

Status

After the Outbound Salesperson acts, they will then update the Status of the account. There are 5 statuses:

New (the default when a new account is added),
Won – if the account is Won, change the status to Won. As you work down the page, there is a box to check if the account has a UPC file, or if the account has MAP pricing. The order placed and comments field would be updated by the Buyer/Manager at the end of the sales process.
Lost – if the account Is Lost, you were not approved. When you select the Lost status, it will open up another box to select the Lost Reason. Pick the reason the account was lost, hit save and then you can click the Vendors tab on the left to go back and work on other accounts.
Awaiting Forms/PL (price list) – this means the ball is in the court of the vendor, you are waiting on them
Follow-Up – the Outbound Salesperson needs to take action

Unless the account is Won or Lost, there is nothing else to do on the Vendor Detail page outside of Note, Status Change or updating contact information.

Assignments

If you have a large team with multiple people handling the same role, you could assign people to different roles on the vendor.

Files

General Files

This would be for catalogs, PDF files, applications, credit card forms, etc.

UPC files

The Outbound Salesperson would post the UPC file here so the Analyst is able to easily find the file to run through software.

Output Files

This is the final file after running it through UPC software or Keepa or any other tool you use. This file is used by the Buyer / Manager to then make a decision on whether to what to order or not and what to order.

Note: If an order is placed, the Buyer / Manager can go back to the Vendor Details section and check the box for Order placed. If they decide not to place an order, they can enter the reason in the Comments field.

Vendors list

This page will serve as the daily call list / email list for your Outbound Salesperson. When you click the phone number, if you are using Skype on your desktop or Google Voice, it should dial the number directly. If you are using another phone application, you can copy and paste the phone number into it.
If you click the email address, it will pop open your email client and you can send an email to the vendor. If you want to use gmail as the default email, this link shows you how to set it up – https://www.windowsdigitals.com/how-to-set-gmail-as-default-email-client-in-windows-11/
For the Status, Won will flag green and Lost will flag red, the rest of the statuses will not change colors.
There is a category column. If you are working on tradehow lists and you want to categorize them into categories, you can then have the Outbound Salesperson contact certain categories on certain days of the week. It comes with 5 default categories. If one of the categories you search in is not listed, you can add it in the Admin section under Categories.
The Last Updated column will show when the last note was added on the account. If you want to have the Outbound Salesperson contact accounts that have not been talked to in say the last month, there is a Last Updated Filter with Before or After dates you can use.
If there is a vendor you want to hide, there is an Archive button on the far right under the Actions column:

Admin

Users

Add users and they will email. You will select a role for them. Please note that a user can have multiple roles.

Lead Generator – person providing the leads in VenBoss
Outbound Sales – person doing outbound calls / emails
Analyst – after the account is Won and Outbound Sales posts files the Analyst then works on them
Buyer / Manager – after the Analyst is done with files and uploads them the Buyer/Manager then makes decision whether to order or not

When you add a user, they will get an email with the Subject Line – Your Temporary Password and the message in the email will look like this:

Notifications

Notifications are the biggest opportunity in this section to help team members with their work flow and to keep you as the owner from having to tell employees what to do.

The workflow process is set up based on the labels at the top of the boxes. There are notifications set up for when statuses change on an account from a dialer side or when files are uploaded. The defaults right now are set for the following:

WON – an email notification will go the Analyst. That lets the Analyst know to go to the account page and look for the files / catalog to begin processing them.
The email after an account is WON will have a subject line of Vendor “Vendor Name” Won! – The Analyst will then click the View Vendor button to go to the page to get the files.
FILE ADDED – After the Analyst works on the files, they will upload them to the Output Files section. Once the files are uploaded, this will trigger another email notification that will go to the Buyer / Manager and they will then review the file and decide whether or not to place an order. The Subject Line of the Email will say File Added to Vendor “Vendor Name”. The body of the email will look like this:

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