The **Vendors** section is part of Pelcro’s **Accounts Payable (AP) – Beta** functionality. It allows admin users to centrally manage vendor records that are used for creating and tracking bills within the platform. This guide covers how to access, create, and manage vendors.

*** ## Where to Find Vendors Navigate to: **Payables → Vendors** This section is available **only to admin users**. *** ## Overview The Vendors module allows you to: * Maintain a centralized list of all vendors * Create and update vendor profiles used in bill creation * Search, filter, and sort vendors for faster access * Ensure consistent vendor data across AP workflows Vendor records serve as the foundation for bill creation in the AP system. *** ## Vendors List View The Vendors list provides: * A table view of all vendors * Search by vendor name or email * Sorting and filtering options for easier navigation From this view, admins can: * View vendor details * Edit existing vendors * Delete vendors (if not restricted by usage)

*** ## Creating a vendor To create a vendor record that you can use in bill creation: 1. Go to **Accounts Payable → Vendors**. 2. Click **Create Vendor**. 3. Enter the vendor’s core details.

### Optional: Add financial information Add **Financial Information** if you want to store payout details for the vendor: * Account holder name * Bank name * Routing / transit number * Account number * Account type (**Checking** or **Savings**) * Currency * Country 4. Click **Save**.

## Configure vendor routes When creating or editing a vendor, you can define how deliveries are assigned and routed using delivery zone prompts and delivery sequencing. ### Delivery Zone Prompt The **Delivery Zone Prompt** defines the vendor’s delivery coverage and is used to automatically assign vendors to shipping addresses.

#### Steps 1. Open the vendor record 2. Add a **Delivery Zone Prompt** 3. Describe the vendor’s service area using standard mailing formats such as: * ZIP code ranges (e.g., `04401–04412`) * Street address ranges (e.g., `Main St 100–399`) * City or county names (e.g., `Bangor`, `Penobscot County`) 4. Click **Save** ### How it works When shipping addresses are **created or updated**, Pelcro automatically evaluates them against vendor delivery zone prompts and assigns the matching **vendor**. * Specific rules (e.g., street ranges) take priority over general ones (e.g., city-level coverage) * If no clear match is found, the address will remain unassigned * You can manually override the assigned vendor at any time ### Examples * Covers ZIP code ranges from `04401` to `04412` * Delivers to Main Street addresses from `100` to `399` in Bangor * Covers all addresses in Penobscot County * Delivers to Bangor and nearby ZIP codes from `04401` to `04412` Once a vendor is assigned to an address, you can control the order in which deliveries are performed using the Driver Delivery Sequence. ## Configure Delivery Sequence The Driver Delivery Sequence defines the order in which deliveries are performed for a driver within a route. This value is set at the **address level** when creating or editing a **Shipping address**, and is used during vendor routing and fulfillment. * Lower numbers are delivered first * Higher numbers are delivered later * If no sequence is provided, delivery order may be determined automatically This value is included in fulfillment exports and helps preserve delivery route sequencing. For instructions on how to set this value, see Creating an Address.

*** ## Carrier Tips Pelcro supports **recurring carrier tips** for print subscriptions, allowing subscribers to optionally tip their delivery driver as part of their subscription billing cycle. > ⚠️ **Availability Note:** Carrier Tips are only available for accounts using **Pelcro's native billing engine**. ### Enabling Carrier Tips Before tips can be collected, the feature must be enabled at the platform level: 1. Go to **Settings → Billing** 2. Locate the **Vendor Tips** toggle 3. Enable the feature 4. Click **Save** Once enabled, carrier tips can be configured at the subscription level from both the platform and your website.

### How Carrier Tips Work * Tips are billed as a **separate line item** on the subscriber's invoice alongside their subscription * Tips are **non-taxable and non-discountable** by default * The tip is applied to the **vendor assigned to the subscriber's delivery address** * Each tip automatically generates an **AP Bill** under the corresponding vendor for reconciliation ### Adding a Carrier Tip from the Platform You can configure a carrier tip when **creating or renewing a subscription** from the platform: 1. Open the subscription creation or renewal flow 2. Locate the **Carrier Tip** field 3. Enter the tip amount 4. Choose whether the tip should be **recurring** (charged every billing cycle) or **one-time** 5. Complete the subscription creation or renewal

To **remove a recurring tip** from an existing subscription: 1. Open the **Subscription Details** page 2. Click on Update subscription 3. Remove or cancel the recurring tip

### Adding a Carrier Tip from the Website Subscribers can also manage their own carrier tip directly on your website: * During checkout or subscription management, subscribers can opt in to add a carrier tip * They can choose to make the tip **recurring** or apply it as a **one-time** charge > **Note:** The carrier tip input field will only appear on checkout once a carrier has been assigned to the subscriber's delivery address.

### Tip-to-Bill Flow Once a tip is collected: 1. The tip appears as a separate line item (`vendor_tip`) on the subscriber's invoice 2. Upon successful payment, Pelcro automatically creates an **AP Bill** under the assigned vendor 3. The bill references the source invoice for full traceability 4. Publishers settle vendor payments through their existing AP workflows and mark bills as paid in Pelcro

*** ## Editing a vendor Admins can update vendor information at any time: * Open the vendor from the list view * Edit supported fields * Save changes All updates are reflected immediately and apply to future bill creation.

*** ## Deleting a vendor Admins may delete vendors when appropriate. > Note: Deletion behavior may be restricted if the vendor is already associated with existing bills. *** ## Vendor ACH / NACHA Export (Beta) The **Vendor ACH (NACHA) Export** allows you to generate a payment file used by banks to process **bulk vendor payouts via ACH**. This file follows the **NACHA standard format**, which is required for secure and compliant electronic payments between financial institutions. ### How It Works 1. Navigate to **Accounts Payable → Vendors** 2. Click **Export Payment Batch** 3. Pelcro will: * Identify vendors eligible for payout (negative balance + ACH enabled) * Calculate payable amounts per vendor * Generate a **payment batch** 4. A **NACHA file** is generated containing: * Vendor banking details * Payment amounts * Internal reference IDs 5. Download the file and upload it to your bank to process payments > Vendors without valid ACH details are automatically excluded from the export.

### Requirements To generate ACH / NACHA exports, you must configure: #### 1. Vendor ACH Details Each vendor must have valid banking information: * Account number (securely stored) * Routing number * Account type * Authorization status #### 2. Your ACH Configuration (Required) You must configure your **company’s ACH originator details** before exporting. 👉 Go to: **Settings → ACH Configuration** This includes: * Company name * Bank routing number * Bank name * Federal Tax ID (EIN) * Entry description (e.g., “VENDOR PAY”) Without this configuration, **NACHA exports cannot be generated**. *** ## Beta limitations The Vendors module is currently in **Beta** and includes the following limitations: * No vendor self-serve access * No public OpenAPI or SDK exposure * No accounting system integrations * No tax or multi-currency support *** ## What’s next After you create vendors, you can use them to create and manage bills in **Accounts Payable → Bills**. ### Related guide * [Bills](https://docs.pelcro.com/docs/bills) — Create bills, add line items, generate PDFs, and manage bill statuses.