Adding or importing vendor items

Please note: only users with the "Edit Vendors" permission can add or import vendor items.

Once your vendors are created on opsi you can begin adding vendor items!

For optimal food costing, we recommend mapping your vendor items to items at this stage and filling in as much purchasing information as possible (including price and pack unit details). The more detailed your vendor item data, the better opsi can handle necessary conversions.

There are a few different methods to add/import your vendor items into opsi.

Using opsi's invoice processing feature.
Through invoicing integrations like Ottimate.
Manually adding vendor items via the "Manage Catalog" module.
Importing a CSV file of your vendor's catalog.

opsi's Invoice Processing

With opsi's invoice processing feature, line-item details from invoices are automatically captured, updating recipe costs for precise food costing while keeping inventory pricing current. This automation also eliminates the need to manually create vendors and vendor items.

Invoicing Integrations

Opsi offers the ability to integrate with invoice processing / AP solutions, like Ottimate, to seamlessly import all of your invoices, vendor details and vendor items (including pricing and unit information) that have been processed. Contact us here to learn more about leveraging an integration.

Manage Catalog Module

This method is a manual process of adding vendor items directly to your vendors' catalogs.

Desktop steps

1. First, click to the "Items" page.

2. Click "View" and change the view to "Vendors".

3. Select the vendor that you want to add vendor items to.

4. Click the edit (pencil) icon next to the name of the catalog.

5. Click "Manage Catalog".

6. At the top of the manage catalog view, click "Add Vendor Item".

7. Give the vendor item a name and click "Create".

8. A new row in the catalog will be added for that vendor item to fill out the additional details. You are able to map your vendor items to existing categories, guides, and items (or create new ones) during this step as well.

9. Important: In the "Packaging" field, click "Edit" to open the vendor item modal. Fill out the pricing and unit details, then click "Done" when finished.

10. Repeat steps 6-8 until you've added all necessary vendor items. Once completed click "Save & Exit" at the bottom.

11. The new vendor items have now been saved to that vendor's catalog.

Mobile steps

1. First tap to the Items tab.

2. Tap the down arrow next to "Items".

3. Select "Vendors".

4. Tap the vendor you want to add vendor items to.

5. Tap the context menu (three dots) at the top right and select "Manage Catalog".

6. Tap "Add".

7. Enter a name for the vendor item, then tap "Create".

8. A new row will be added to the catalog for that vendor item. Tap "Edit" to enter more details.

9. Fill out the vendor item's details including its pricing and unit information. You are able to map your vendor items to existing categories, guides, and items (or create new ones) during this step as well. Tap "Done" once completed.

10. Repeat steps 6-9 until you've added all necessary vendor items. Tap "Save" once you are done.

11. The new vendor items have now been saved to that vendor's catalog.

Importing a CSV

This method involves exporting or receiving your vendors' catalogs in a CSV format and uploading into opsi. You have the option of downloading an opsi template to pre-format the vendor's catalog to make importing more seamless, or you can choose to upload the catalog as-is and use our field mapping feature to ensure the data goes to the right place.