How to keep a vendor shortlist and choose a supplier

Give each vendor a status, keep notes, and write a chosen vendor into your stock items as their supplier.

Updated 2026-10-17

Once Otto has found vendors, the Shortlist tab keeps track of where you are with each one. It is under Operations → Vendors, for people who manage the business.

Set a status

1. On a vendor's card, open the status menu. It starts at New.
2. Choose Contacted, Sample ordered, Chosen or Passed.
3. Open the Shortlist tab. Every vendor you moved off New is listed there; press a status above the list to see only those vendors, and press it again to see them all.

Copying a quote message for Instagram or a platform moves a vendor from New to Contacted for you.

To keep your own notes, press Score and notes on a card and type in Notes, for example "Sample arrived 12 Oct, stitching good, 3-week lead time".

Use a vendor as your supplier

When you settle on a vendor for something you stock:

1. Press Use as supplier on the vendor's card.
2. Tick the stock items this vendor supplies.
3. Press Set supplier. The vendor's name is written into each item's supplier.

Use as supplier only appears when the business keeps stock items in Otto. Otto does not place an order; reorders still go through your own purchase list.

If it doesn't work

• "Nothing shortlisted yet: change a vendor's status from New and it shows here." — the Shortlist only holds vendors with a status other than New.
• "This business keeps no stock items in Otto, so there is nothing to set a supplier on." — add your items in Stock first.
• "Choose at least one stock item." — tick an item before pressing Set supplier.