Here's a quick overview:
Go to Inventory > Vendors and click New Vendor
You can also create a Vendor after the Purchase Order has been created. Click "Create Vendor"
Enter the vendor's name, license number, and contact info
Track POs, payments, and outstanding balances from the vendor's page
How to create a new vendor
Before you create your first purchase order from a distributor, set up the vendor in Meadow. This only takes a minute — and you only do it once per distributor.
1. Go to the Vendors page, or Create new vendor after the Purchase Order has been created
Navigate to Inventory > Vendors in Meadow Admin to create before the PO.
Or, create the PO, then select "New vendor"
2. Click New Vendor
Click the New Vendor button in the top right corner.
3. Fill in the details
Vendor name — Use the distributor's business name as it appears on invoices. Consistent naming makes searching easier later.
License number — Enter their cannabis license number. This connects the vendor to Metrc transfers — when you receive a transfer, Meadow can match it to the right vendor.
Contact info — Add a phone number, email, and address. Handy when you need to follow up on a payment or flag a shipping issue.
4. Save
Click Save. The vendor is now available in the vendor dropdown when you create purchase orders.
How to view vendor history and balances
Every vendor page doubles as a dashboard for that distributor. You can see what you've bought, what you've paid, and what you still owe — without digging through individual POs.
1. Find your vendor
Go to Inventory > Vendors and search by name.
2. View recent purchase orders
The vendor page shows all POs tied to that distributor — with dates, totals, and payment status. Click any PO to open it directly.
3. Check outstanding balances
See what you still owe at a glance. Use this when a distributor calls about a payment — you can pull up the answer in seconds.
4. Add a payment to the payment tab
You will see the PO total, the amount paid, and the remaining balance.
Enter the amount you want to pay and click Add Payment. If you receive credit from Vendor, you can also add Vendor Credit there.
Note: If you already know about a vendor credit when receiving the product, manually lower the unit price (CPU) to reflect the credit.
Tip: For a full report across all vendors, go to Reports > Purchase Orders and download the spreadsheet. Sort by vendor name to see every distributor's outstanding balance in one view.
Vendor is asking a report?
How can I produce a sales report for my vendor?
How to edit a vendor
Need to update a vendor's license number, contact info, or name?
Open the vendor from Inventory > Vendors, make your changes, and save.
Important: Changing a vendor name updates it across all existing POs tied to that vendor. Make sure the new name is correct before saving — especially if you use vendor names for accounting or reporting.
Common questions
Do I need to create a vendor before making a purchase order?
No — you can create a vendor from an existing open purchase order or ahead of time before creating your PO.
Can I delete a vendor?
No — vendors with purchase order history can't be deleted, only archived. This protects your financial records and audit trail. If you've stopped working with a distributor, you can simply stop creating POs for them. They won't clutter your workflow.
How do I know which vendor to select for a Metrc transfer?
Check the transfer in the Metrc tab — the shipper's license number is listed on the transfer. Match that to the license number you entered when creating the vendor. If you're unsure, check the invoice from the distributor.
What if I have the same distributor under two different names?
Pick one name and stick with it. Having duplicates means your PO history and payment tracking splits across two records — which makes reporting inaccurate. If you've already created duplicates, use the correct one going forward. Old POs under the wrong name will still be visible on that vendor's page.
Where do I manage vendors in Meadow?
View all vendors: Inventory > Vendors
Create a new vendor: Click "New Vendor" on the Vendors page
Vendor PO reports: Reports > Purchase Orders
Tip: New to Meadow's purchasing workflow? Meadow Mastery has a free training course on products and purchasing that covers the full vendor-to-inventory process.