Vendor Portal Guide

June 27, 2026

Summary

How vendors use the FLX Vendor Portal — set up your account, upload inventory, process orders and shipments, and handle returns and RMAs.

This guide is for vendors working with a Flxpoint customer. It walks you through the FLX Vendor Portal: setting up your account, keeping inventory current, processing the orders your customer sends you, adding shipment details, and handling returns — so you're operational quickly.

What this covers

Upload inventory

Keep stock and pricing current with a simple spreadsheet upload.

Orders & shipments

See incoming purchase orders and add tracking, one order at a time or in bulk.

Returns & RMAs

Review returns nested under each PO and act on RMAs when enabled.

Notifications

Get email alerts for new orders, shipments, and available RMAs.

Getting started

Step	Action
1	Log in at your portal address using the email and password your Flxpoint contact provided. New accounts receive an activation email — check your inbox for a link to set your password.
2	You’ll land on a dashboard with sections for Inventory, Orders, and Notifications.
3	If you see Nothing matches your filters, that just means no data has been uploaded yet — it’s not an error.

Can’t find your login details?

Reach out to your Flxpoint contact — they create and manage your portal access.

Managing inventory

Uploading inventory data. From the dashboard, click Inventory Upload in the top-right corner. Download the spreadsheet template (CSV or XLSX), fill in your product details, then select your file and click Update Inventory. The system processes it immediately and reports any issues with brief error descriptions so you can fix them fast.

Don’t change the template structure

Leave fields that don’t apply blank, but never remove or rename columns or headers — the upload matches on them. To adjust stock only, edit the quantity field and leave every other column unchanged, then re-upload with Update Inventory.

Processing orders & shipments

Viewing orders. Open the Orders (or Purchase Orders) tab to see every purchase order your customer has sent. Click any order to view the requested items, shipping info, and more.

Adding shipment information — two ways:

Method	How it works
Individual update	Open an order in the Purchase Orders tab, click Add Shipment, fill in the details (tracking number, carrier), and save.
Bulk upload	Go to the Shipments section, choose the CSV/XLSX option, download the shipment template, enter your data (leave non-applicable fields blank), and upload. The system flags anything that needs fixing.

Returns on purchase orders

When a Flxpoint user creates a return that routes back to you, it appears on the related Purchase Order in your portal. Returns are nested under the PO — there is no separate Returns page.

Step	Action
1	Open the relevant Purchase Order from your PO list.
2	Scroll to the Returns section on the PO page — each return record shows its associated RMA(s).
3	Use the Return Status filter on the Purchase Orders list to quickly find POs with an active or pending return.

Depending on the RMA Processing Strategy your customer configured, the RMA Actions dropdown on each RMA may let you Approve or Deny line items, or Re-process (a modal to append a new RMA #, like re-processing a Fulfillment Request).

Approving an RMA does not refund or adjust stock

Flxpoint does not automatically issue refunds or deduct inventory when an RMA is approved. Those actions are recorded manually by the Flxpoint user on their side using Sync Refund and Sync Credit.

Setting up notifications

Stay in the loop with real-time email alerts.

Step	Action
1	From the left-hand menu, click Settings.
2	Enter your preferred email address(es) — separate multiple addresses with commas.
3	Toggle notifications on and click Update.

To be told the moment a return is ready for you, open your Notifications and toggle on NOTIFY ME WHEN RMA BECOMES AVAILABLE. You’ll get an email like “You have a new RMA available in the Vendor Portal…” — it mirrors the Fulfillment Request notification format, so it’s easy to recognize.

FAQs

What does “Nothing matches your filters” mean?

It simply means no data has been uploaded yet for that view — for example, before your first inventory upload. It is not an error; once you upload data it will populate.

My inventory upload returned errors. What now?

The system shows a brief description for each issue. The most common cause is a changed template — confirm you didn’t remove or rename any columns or headers, fix the flagged rows, and re-upload. Leave non-applicable fields blank rather than deleting columns.

Can I update just stock levels without redoing the whole file?

Yes. Use the same template, edit only the quantity column, leave everything else unchanged, and upload with Update Inventory.

Where do returns show up?

Under the Returns section of the related Purchase Order — there’s no separate Returns page. Use the Return Status filter on the PO list to find them quickly.

Back to Vendor Portal