---
title: "Adding a New Vendor"
slug: "adding-a-new-vendornbsp"
updated: 2025-07-11T16:51:15Z
published: 2025-07-11T16:51:15Z
canonical: "docs.foundationhub.com/adding-a-new-vendornbsp"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.foundationhub.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Adding a New Vendor

Assuming you have the correct permissions to set up a new Vendor, on the top-left corner, click on **Menu** > **Vendor**

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/1. 1.png)

A blank ‘**New Vendor**’ Form pops up in which the fields marked with a red asterisk (*****) are mandatory for the new contact creation.

**Note**: These fields may vary based on your institution.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/image-XB007JKE.png)

In this Form's **Entity Type** dropdown, selecting **Individual** or **Organization** shows different fields to enter based on your choice.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/image-QBFQWPWO.png)

#### Fields for Vendor: Individual

1. **Entering Contact Info**:
  1. **External ID** field is used to enter a unique identifier assigned to the contact, by an external system or a third party.
  2. For an **Entity Type: Individual**, you can enter the following details: **Prefix**, **First Name**, **Middle Name**, **Last Name**, **Suffix**, **Doing Business As**, **Email**, **Phone Type** and **Phone**.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/image-YAMLIF3J.png)

1. **Entering Salutation**:
  1. **Salutation 1 Type** and **Salutation** fields are used to enter the salutation details of the contact that will appear in greetings, letters, statements etc.

E.g. **Salutation 1 Type:** **Formal Individual** could have **Salutation 1: “**Mr. John Doe”

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/image-JTMO4QQ2.png)

1. **Entering Address Info**:
  1. **Address Type** lets you choose the appropriate type of address**.**
  2. **Address 1** field is used to enter the main address of the contact, whereas the additional **Address 2, 3, and 4** fields allow you to enter any text that does not fit in the **Address 1** field. **City**, **State**, **Zip** and **Country** fields are required.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/image-9VCWLHQP.png)

1. **Finalizing the process**: After completing all the required fields, proceed as follows:
  1. **“Save and Open Contact”**: This option saves the Vendor's information and opens their contact profile.
  2. **“Save and Close”**: This option saves the Vendor’s information and closes the Form.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/image-UN36TVU6.png)

A newly created Vendor’s profile is initially in ‘**Setup**’ status. You can see this on the left side of the contact’s profile. The Entry-Level User who added the Vendor into FoundationHub needs to change this status to ‘**Approve**’. You can see this on the left side of the contact’s profile. This forwards the Vendor’s record to the Approver-Level User’s Inbox.

The Approver-Level User should carefully review each section of the new Vendor’s record. After reviewing, the user then needs to activate the record by changing the status of the record to ‘**Approve’**.

**Note**: These approval levels may vary based on your institution.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/image-WPKB9WBT.png)

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/image-I6Q1K1JP.png)

#### Fields for Vendor: Organization

1. **Entering Contact Info**:
  1. **External ID** field is used to enter a unique identifier assigned to the contact, by an external system or a third party.
  2. For an **Entity Type: Organization**, you can enter the following details: **Organization Name,** **Doing Business As**, **Short Name**, **Email**, **Phone Type** and **Phone**.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/image-9SDIUFDI.png)

1. **Entering Address Info**:
  1. **Address Type** lets you choose the appropriate type of address**.**
  2. **Address 1** field is used to enter the main address of the contact, whereas the additional **Address 2, 3, and 4** fields allow you to enter any text that does not fit in the **Address 1** field. **City**, **State**, **Zip** and **Country** fields are required.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/image-OW3L0JIW.png)

1. **Finalizing the process**: After completing all the required fields, proceed as follows:
  1. **“Save and Open Contact”**: This option saves the Vendor's information and opens their contact profile.
  2. **“Save and Close”**: This option saves the Vendor’s information and closes the Form.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/image-YUXNA5J8.png)

A newly created Vendor’s profile is initially in ‘**Setup**’ status. You can see this on the left side of the contact’s profile. The Entry-Level User who added the Vendor into FoundationHub needs to change this status to ‘**Pending Approval**’. This forwards the Vendor’s record to the Approver-Level User’s Inbox.

The Approver-Level User should carefully review each section of the new Vendor’s record. After reviewing, the user then needs to activate the record by changing the status of the record to ‘**Approve’**.

**Note**: These approval levels may vary based on your institution.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/image-6R5YBFQV.png)

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/image-EHXCFQIL.png)