Vendor Portal Guide for Customers

June 27, 2026

Summary

For Flxpoint users: create a source, assign a vendor, configure the Vendor Portal, add vendor users, and manage mapping templates.

This guide is for the Flxpoint user who sets up and manages vendors. It covers creating a source, assigning a vendor, configuring the Vendor Portal, adding vendor users, and what to expect once your vendor starts working in their portal. If you’re the vendor, see the Vendor Portal Guide instead.

What this covers

Create a source

Add the fulfillment location or inventory provider you’ll work with.

Assign a vendor

Group sources under a vendor and enable their portal.

Configure the portal

Set a subdomain and choose what vendors can upload.

Add & notify users

Invite vendor users and send activation emails.

Step 1: Create a source

A Source represents a fulfillment location or inventory provider.

Step	Action
1	From the left-hand menu, click Sources, then Create Single Source.
2	Enter a name (e.g. “Acme Warehouse”) and select the type that best fits: for example Vendor Warehouse for wholesale dropship fulfillment.
3	Click Save & Next to continue.

Step 2: Assign a vendor

A Vendor is a group of one or more sources representing all fulfillment solutions from a single organization.

Step	Action
1	Under Vendor Set-Up in the left menu, click Assign Vendor.
2	Select an existing vendor from the Vendor Name dropdown, or click Create New Vendor.
3	When asked to assign a vendor to this source, click Yes (Recommended) to enable Vendor Order Fulfillment reporting and set up a Vendor Portal.
4	Click Confirm.

Step 3: Configure the Vendor Portal

This lets your vendors manage inventory, fulfillment requests, shipments, and invoices directly. Under Vendor Set-Up, click Configure Vendor Portal, create a subdomain (e.g. mycompany.vendors.flxpoint.com), then set your preferences:

Preference	What “Yes” does
Invoice Upload	Vendors can upload invoices through the portal.
Send Fulfillment Request Only to Vendor Portal	Fulfillment requests are delivered to the portal only.
Inventory Upload	Vendors can upload inventory through the portal.
Shipment Upload	Vendors can upload shipment/tracking data through the portal.

Portal vs. integrations

If you select No for an operation, that operation is handled by an integration instead of manual portal uploads. You can enable the portal for some operations and use integrations for others, and change this later.

Step 4: Add users to the vendor

Add users so your vendor can log in and manage inventory, orders, and shipments.

Step	Action
1	From the vendor details page, click Users, then Add User.
2	Enter the user’s email, first name, and last name.
3	Set Send Activation Email to Yes (you can customize the subject and body), then click Create User.

The user receives an email titled Login Here To Manage Inventory & Orders With Me containing a link to set their password. After that, they log in with their email and new password and land on a dashboard (Variants and Parents) ready to upload inventory and manage orders.

Mapping templates

Under each portal-enabled operation you can define the mapping template vendors must follow: it sets the required headers and data structure for a successful upload. If a vendor already has an established file format, adjust the template to match it to reduce onboarding back-and-forth. Mapping templates can also transform data on upload: hardcoding values a vendor doesn’t provide, or applying rules so titles meet your merchandising standards.

Orders, shipments & returns

Purchase orders appear under the Purchase Orders tab; vendors add tracking per order (Add Shipment) or via bulk upload. Returns that route back to a vendor appear nested under the related PO in their portal (no separate Returns page), and (depending on the RMA Processing Strategy you set) the vendor may Approve, Deny, or Re-process each RMA.

Bulk shipments not creating?

The most common cause is a date format mismatch: make sure the date format in the vendor’s file matches what’s set in your mapping template in the Flxpoint app. Also note: approving an RMA does not auto-refund or adjust inventory; you record those manually with Sync Refund and Sync Credit.

FAQs

What’s the difference between a source and a vendor?

A source is a single fulfillment location or inventory feed. A vendor groups one or more sources that belong to the same organization. You create the source first, then assign it to a vendor.

Do I have to enable the Vendor Portal?

It’s recommended for streamlined management, but optional. You can leave some operations off and enable them later, or handle certain operations through integrations instead of manual portal uploads.

What if I’m not ready to notify the vendor yet?

Toggle Send Activation Email to No when creating the user. The account is created but no email goes out; you can send the activation later.

Where do my vendors learn to use the portal?

Send them the Vendor Portal Guide: it walks them through inventory uploads, orders, shipments, returns, and notifications from their side.

Why are my vendors not receiving order notification emails?

If a vendor has a correct email address and notifications are toggled on but emails are inconsistent, it may be due to how orders are processed. When multiple fulfillment requests for the same vendor are processed in a single batch, a temporary cache conflict can cause subsequent notifications in that batch to be skipped. Additionally, if automated actions like buying shipping labels or generating packing slips fail during order creation, the notification step may be bypassed entirely. To troubleshoot, try disabling Auto Process for the source and manually moving a fulfillment request to Processed to verify if the email triggers correctly.

Back to Vendor Portal