Adding Vendor Contracts and Invoice Dates in Aisle Planner

UPLOADING FILES TO AISLE PLANNER

Each vendor contact record that you create in the Contacts tab of each project provides a happy home to keep and share important vendor files. From brochures, price lists, proposals and contracts from your favored vendors, having one place to store these important files makes them easy to find.

Once you’ve created a vendor Contact Record within a project, you can upload any file (pdf, doc, xls, png, jpg, etc.) to the right side of that vendor record – you can either drag and drop it into place or use the gold Add To Vendor button towards the top left of your vendor record to browse your computer for files.

USING COMMENTS TO NOTIFY US THAT YOU'VE UPLOADED FILES 

If you add a comment, we’ll receive both in email and in-app notification, along with a link that us directly to this page in Aisle Planner!

KEEPING TRACK OF MULTIPLE VERSIONS OF A VENDOR FILE, CONTRACT OR DOCUMENT 

It's pretty common to have multiple versions of a file, especially when it comes to things like floral and catering proposals, not to mention equipment rentals quotes and even stationery design.

Keep every single version of vendor proposals within Aisle Planner, so you can easily look back at previous versions as needed. 

KEEPING TRACK OF INVOICES AND PAYMENT DUE DATES

Step 1:
Click into the vendor contract record you'd like to track an invoice for. 

Step 2:
Click on the gold Add to Vendor button towards the top left of your screen, and select the Invoice & Payment option.  

Step 3:
Next, specify whether or not you want this invoice to sync over to the budget.  

If you want to sync this invoice to the budget, select the On Budget, in Category option, and then choose the budget category you want to sync to using the drop down menu, then click Enter Invoice.

If you don't want to sync this invoice amount to the budget, select the Off Budget option, then click Enter Invoice.

Step 4:
You'll see a new section titled "Invoices & Payments" to the lower left side of your vendor contact record. 

If you've chosen to sync this invoice to the budget, you'll next need to specify if this should be added as a new line item on your budget or if this should be synced to an existing line item (or line items) on your budget.  

Step 5:
Next, enter the total amount for this vendor invoice.  

**If there's a chance that this invoice total will change based on your final guest count, be sure to add a checkmark to specify that this invoice total is "Pending final guest count."  

Why? This tells the system to remind you that the balance payment is pending final guest count when it issues your final payment reminder, JUST in case you forget to update your total invoice number in Aisle Planner.

Step 6:
Now that you've added your total invoice amount, you'll see that we break out the first payment for you, just below. 

If there's more than one payment (for example, deposit and a balance payment) edit payment #1 to reflect the deposit amount, and we'll automatically do the math for you and break out the second payment.

If there's additional payments (for example, a deposit, a midway payment and a balance payment), go ahead and edit payment #2 accordingly, and we'll automatically calculate and break out the balance for you. 

Tracking Payment Due Dates & Setting Automated Reminders
To track due dates for any payments, click on the gold calendar icon in the Due column, and use the calendar to set the due date.  Once you've set the due date, we'll automatically set reminders, which you can adjust as needed. 

Once you set a due date, we'll automatically sync this to your calendar for this project, and a payment reminder will also appear on your project dashboard and to the right of your budget when this payment is due within 30 days. 

When a payment is marked as paid, we'll automatically update the budget for you, and we won't send any further scheduled payment notifications.

Information courtesy of Aisle Planner