Vendors

Vendors are the external suppliers from whom you purchase parts. In Hegemi, vendors serve as a central repository for supplier information and link together items, pricing, and purchase orders.

Creating a Vendor

Navigate to the Vendors tab and click New vendor.

Vendors are also auto-created when you bulk import data that references a vendor name that doesn't exist yet.

Vendor Editor

The vendor editor has three tabs:

Info Tab

Store the vendor's contact and address information:

• Vendor name: The display name (e.g., "DigiKey", "McMaster-Carr").
• Vendor number: An internal reference number for your records.
• Description: Notes about this vendor.
• URL: The vendor's website.
• Contact email: Email address for placing orders or inquiries.
• Point of contact name: Your sales rep or primary contact.
• Address: The vendor's mailing address (useful for returns or correspondence).
• Custom Fields: Any custom fields you've configured for vendors.

Purchases Tab

View all Purchase Orders placed with this vendor.

• See the total number of POs and their combined value.
• Search and filter to find specific orders.
• Click New purchase to quickly create a new PO pre-filled with this vendor.

Items Tab

This tab lists all Vendor Items — the specific offerings from this vendor that are linked to items in your database.

Vendor Items

A Vendor Item represents a specific product offering from a vendor. It connects an item in your database to a price, SKU, and other sourcing details at that vendor.

For example, if you have an item called "M3x8mm Screw", you might have multiple vendor items:

This allows Inventory Analysis to suggest where to buy parts based on available sourcing options.

Creating a Vendor Item

You can add vendor items from two places:

1. Vendor Editor → Items Tab: Click Add vendor item, select the item from your database, and fill in the pricing details.
2. Item Editor → Procurement Tab: Click Add vendor, select the vendor, and fill in the pricing details.

Vendor Item Fields

When creating or editing a vendor item, you specify:

• Price per unit: How much one "unit" costs.
• Currency: The currency for pricing (e.g., USD).
• Quantity per unit: How many items are in one "unit". For example, if screws are sold in packs of 100, set this to 100.
• Quantity unit: The unit of measure (e.g., "each").
• Vendor part number / SKU: The vendor's part number for easy reordering.
• Item URL: A direct link to the product page.
• Minimum quantity (MOQ): The minimum order quantity required by the vendor.
• Notes: Internal notes about this sourcing option.

How Vendor Items Are Used

• Inventory Analysis: When calculating shortages, Hegemi looks at vendor items to determine where parts can be purchased and at what price.
• Purchase Orders: When you generate POs from Inventory Analysis, the system uses vendor item data to populate line items with prices, SKUs, and URLs.
• Vendor Selection: If an item has multiple vendor sources, you can choose which one to use when creating a PO or during Inventory Analysis.

Bulk Import

Vendor items can be created or modified in bulk using the bulk import feature. The unified import format includes columns for vendor item data (vendorName, pricePerUnit, vendorPartNumber, etc.) alongside item definitions.

When importing, if you reference a vendor name that doesn't exist, Hegemi will automatically create the vendor for you.