Skip to content

Vendors & Farms

Menu Location: Products > Vendors & Farms

Overview

Vendors & Farms is where you record "the individual farms or companies that make or grow a product." It's a simple profile list, not a purchasing or supplier-management system: there are no payment terms, purchase orders, delivery schedules, cost tracking, or performance ratings on this page.

Its purpose is to let customers know where your products come from. Each entry can carry a name, logo, description, website, and location, and can be shown on one of two public pages depending on whether it's marked as a Farm or a Vendor:

  • Farm-type entries appear on your public Farms page
  • Vendor-type entries appear on your public Vendors page

Both public pages are opt-in, and are turned on/off separately from Products > (wrench/settings icon) > Settings, using the "Show Farms Page" and "Show Vendors Page" toggles.

A product is connected to a vendor/farm from the product's own edit screen, using its "Vendor/Farm" dropdown. Once a product has a vendor/farm linked to it, that information becomes visible in the shop and on the customer's order view.

Primary Functions:

  • Add and manage farm/vendor profiles (name, logo, description, website, location, food miles)
  • Mark each entry as a Farm or a Vendor to control which public page it appears on
  • Control the display order farms/vendors appear in on the front end
  • Set a weekly order cutoff for a vendor's products (protects vendor lead time)
  • Soft-delete (and restore) entries you no longer use
  • Bulk-import vendor/farm records via CSV

Page Layout

List View

  • Add button, create a new vendor/farm record
  • Import icon, CSV import of vendor/farm records (admin-import.php)
  • Set Display Order button, opens the sort tool used to reorder how entries appear on the front end
  • Re-look up all map locations button, re-reads every farm/vendor's Location address and refreshes its map coordinates (see Map Locations below)
  • Show Deleted / Hide Deleted toggle, reveals soft-deleted entries, shown with a red row highlight and a Restore button

The list itself shows each entry's Name, its Visible on/off status, and its Url (page slug), plus the usual edit and delete/restore action icons. There is no dedicated search box on this page, you browse the list directly.

Vendor/Farm Edit Screen

When adding or editing an entry, the available fields are:

Field What it's for
Name The farm or vendor name
Email The email address of the farm/vendor (optional)
Phone The phone number of the farm/vendor (optional)
Logo A logo image (jpg, png, or gif), max 250×250px (optional)
About Us A description of the farm/vendor, whatever you want customers to read about it
Website A URL, e.g. http://www.thefarmwebsite.com (optional)
Location The address of the farm/vendor, a single free-text field, not separate street/city/state/zip fields (optional). This also drives the map pin on the farm page, so a full street address lands exactly on the farm while just a town and state lands on the town center. Edit this and save and the coordinates re-look-up automatically
Latitude / Longitude The farm/vendor's map coordinates. Filled in automatically from the Location address; you can type a value here to override it by hand
Food Miles How many miles the product has to travel from the farm/vendor to your warehouse
Visible Whether this entry shows on the front side. When off, the entry is hidden from customers everywhere, including the small farm/vendor name shown next to its products in the shop, cart, and order view, and on box/packing labels. It does not affect internal admin and warehouse reports, so an entry can be hidden from customers while still grouping products there
Farm or Vendor Determines which public page (Farms vs. Vendors) the entry displays on; leave as "Farm" if you haven't enabled the Vendors page
Display Order Controls the entry's position on the public Farms page
Url The page slug, auto-generated from the name (editable)
Verified A plain numeric field with no explanation text in the admin form; not shown on the customer-facing pages
Turn on an order cutoff Enables a weekly order cutoff for this vendor's products (see Order Cutoff below)
Cutoff Day The day of the delivery week the cutoff falls on (weeks start Sunday). Only used when the order cutoff is on
Cutoff Hour The hour of the cutoff. Only used when the order cutoff is on
Cutoff Minute The minute of the cutoff. Only used when the order cutoff is on

Order Cutoff

Each vendor can have a weekly order cutoff, a day-of-week and time (e.g. "Sunday, 9pm") past which customers can no longer add that vendor's products to an order shipping for that delivery week. This is useful for vendors with production lead times, such as a bakery that needs advance notice.

  • Turn it on with the vendor's "Turn on an order cutoff" field, then set Cutoff Day, Cutoff Hour, and Cutoff Minute
  • While the cutoff is still open, the vendor's public page shows a "Super Fresh Deadline!" callout telling shoppers when it closes
  • Once the cutoff passes for a delivery week, the vendor's products can no longer be added to an order shipping that week in the customer shop, and the shop grid shows a "deadline passed" note explaining why and when it reopens; items already in the order can still be decreased or removed
  • As the cutoff approaches, the shop shows a "only N hours to order" countdown badge on that vendor's products
  • A single product can be given its own cutoff instead of inheriting the vendor's, using the "Override vendor order cutoff" option on the product's own edit screen (see Add Product page)

Creating a Vendor/Farm Profile

Steps:

  1. Click "Add"
  2. Enter the Name and save: the quick-add form only asks for Name (plus Visible and Url, which default sensibly)
  3. Reopen the new entry to fill in the rest: Logo, About Us, Website, Location, Food Miles, and whether it's a Farm or a Vendor
  4. Set Visible on when you're ready for customers to see it
  5. Save

Linking a Product to a Vendor/Farm

Products are connected to a vendor/farm from the product's own edit screen, using its "Vendor/Farm" dropdown, not from this page. Once a product has a vendor/farm selected, that association shows up in the shop and on the customer's order view.

Displaying Vendors/Farms to Customers

For an entry to actually show up on your site:

  1. Its Visible field must be on
  2. The matching public page must be enabled: Products > (wrench/settings icon) > Settings, "Show Farms Page" for Farm-type entries or "Show Vendors Page" for Vendor-type entries
  3. Its Farm or Vendor field must match the page you expect it to appear on

What customers actually see: the About Us text, Logo, Website link, and, when set, a "Food Miles: [X] miles" line built from the Food Miles field.

The Farm/Vendor Name Next to Products

Separately from the public Farms/Vendors pages, the small farm or vendor name shown next to a product in the shop, in the cart, and in the customer's order view (and on printed box/packing labels) is controlled by two things:

  1. The site-wide "Show Farm/Vendor for each product so customers can see where their products are from" setting: Products > (wrench/settings icon) > Settings. When this is Off, no farm/vendor names are shown to customers anywhere, and the per-entry Visible toggle has no customer-facing effect, the entry's edit screen says so above the Visible field
  2. The individual entry's Visible field must be on

Turning a single entry's Visible off hides its name from all of these customer-facing spots while leaving the entry in your internal admin and warehouse reports, which is handy for an internal grouping entry (for example a "Fruit Farm" bucket used to organize a warehouse report) that customers should never see a name for.

Map Locations

Farm entries that have a coordinate set show a map on your public Farms page, centered on the farm with a marker dropped on it.

  • Coordinates come from the entry's Location field and are looked up for you. A full street address lands exactly on the farm; a town and state alone lands on the town center, so the more complete the address, the more accurate the pin
  • The lookup happens automatically: a new entry, or one whose Location you just edited and saved, gets its coordinates refreshed the next time the Vendors & Farms page loads. A few entries are filled per page load to keep the page fast, and any remainder fills on your next visit
  • Re-look up all map locations (at the top of the Vendors & Farms list) refreshes every entry's coordinates at once, useful when a batch of addresses was corrected or a map looks off
  • If an address can't be resolved to a point, no map is shown for that entry rather than a pin in the wrong place. You can look the coordinates up yourself and type them into the Latitude and Longitude fields to place the pin by hand

Common Use Cases

Use Case 1: Add a New Local Farm

Goal: List a new farm supplier on your site

Steps:

  1. Click "Add", enter the name, e.g. "Sunrise Organic Farm," and save
  2. Reopen the entry
  3. Add a logo, an About Us description, website, location, and food miles
  4. Leave Farm/Vendor set to "Farm"
  5. Turn on Visible
  6. Confirm "Show Farms Page" is on under Products > Settings

Use Case 2: Update a Farm/Vendor's Description or Photo

Goal: Refresh the customer-facing info for an existing entry

Steps:

  1. Find the entry in the list and open it
  2. Update the About Us text and/or replace the Logo
  3. Save

Use Case 3: Temporarily Remove a Farm/Vendor from the Site

Goal: Stop showing an entry without deleting its record

Steps:

  1. Open the entry
  2. Turn off Visible
  3. Save

Goal: Show customers where a specific product comes from

Steps:

  1. Edit the product (not the vendor/farm)
  2. Select the farm/vendor from the "Vendor/Farm" dropdown
  3. Save the product

Use Case 5: Reorder Farms on the Front End

Goal: Change the order farms appear in on the public Farms page

Steps:

  1. Click "Set Display Order" from the Vendors & Farms list
  2. Reorder entries
  3. Save

Use Case 6: Fix a Farm's Map Pin

Goal: Move a map pin that's showing in the wrong place

Steps:

  1. Open the entry and correct its Location address (add the street address for the most precise result)
  2. Save, the coordinates re-look-up automatically on the next Vendors & Farms page load
  3. If the address still won't resolve, look the coordinates up yourself and type them into Latitude and Longitude, then save

Troubleshooting

Cannot Find a Vendor/Farm

Check:

  1. Verify the spelling of the name
  2. Click "Show Deleted", it may have been soft-deleted rather than removed
  3. There's no search box on this page, so browse the full list

Vendor/Farm Not Showing on the Site

Check:

  1. Visible must be turned on for that entry
  2. "Show Farms Page" or "Show Vendors Page" (whichever matches its type) must be turned on under Products > Settings
  3. The entry's Farm/Vendor type must match the public page you're checking

Product Doesn't Show a Vendor/Farm

Solutions:

  1. Edit the product and select an entry from its "Vendor/Farm" dropdown, this is set on the product, not on the vendor/farm page
  2. Confirm the vendor/farm entry itself is Visible

Farm/Vendor Name Is Missing Next to Products in the Shop

Check:

  1. The entry's Visible field is turned on, turning it off hides the name from the shop, cart, order view, and box/packing labels
  2. The site-wide "Show Farm/Vendor for each product so customers can see where their products are from" setting is On under Products > (wrench/settings icon) > Settings

Farm Map Pin Is in the Wrong Place, or No Map Shows

Check:

  1. Correct the entry's Location address (a full street address is the most precise) and save, the coordinates refresh automatically
  2. Still off? Click "Re-look up all map locations" at the top of the Vendors & Farms list to force a refresh of every entry
  3. No map at all means the address couldn't be resolved to a point, type the Latitude and Longitude in by hand to place the pin
  • Products (product_classifications_active.php): enable/disable the public Farms/Vendors pages from the wrench/settings icon, and set a product's Vendor/Farm from the product edit screen
  • Distributors: a separate page/table for wholesale supplier records, unrelated to this customer-facing Vendors & Farms list

Best Practices

Vendor/Farm Setup

  1. Fill in About Us, Logo, Website, and Food Miles before turning Visible on, these are the fields customers actually see
  2. Keep the logo within the 250×250px limit
  3. Pick the correct Farm vs. Vendor type so the entry lands on the page you expect

Housekeeping

  1. Turn off Visible (or soft-delete) entries you no longer use instead of leaving stale profiles live
  2. Use "Set Display Order" to control how farms are ordered on the front end
  3. Use "Show Deleted" if you need to recover a removed entry

Quick Reference Card

Task Action/Location
Add a new vendor/farm Click "Add"
Edit vendor/farm info Click the entry, then edit
Import vendors/farms in bulk Import icon (CSV)
Reorder farms on the front end "Set Display Order" button
Fix a farm's map pin Correct the entry's Location, or "Re-look up all map locations"
Hide a vendor/farm from customers Edit entry > turn off Visible
Remove a vendor/farm Delete icon (soft-delete)
Recover a removed vendor/farm "Show Deleted" > Restore
Link a product to a vendor/farm Edit the product > "Vendor/Farm" dropdown
Turn on the public Farms/Vendors pages Products > wrench icon > Settings

FAQs

What's the difference between "Farm" and "Vendor"?

It's just the Farm or Vendor field on the entry. Farm-type entries show on your public Farms page; Vendor-type entries show on your public Vendors page. If you haven't enabled the Vendors page, leave entries set to "Farm."

Do customers actually see this information?

Yes, when the entry is Visible and the matching public page (Farms or Vendors) is enabled. Customers see the About Us text, logo, website link, and food miles, not any internal-only fields.

How do I connect a product to a specific farm/vendor?

Edit the product itself and choose the farm/vendor from its "Vendor/Farm" dropdown. This isn't done from the Vendors & Farms page.

How do I control the order farms appear in on the site?

Use the "Set Display Order" button on the Vendors & Farms list.

Can I delete a vendor/farm?

Deleting soft-deletes the entry (it's hidden from the normal list and marked deleted, not removed from the database). Use "Show Deleted" to find it again and Restore it if needed.

The public Farms/Vendors page isn't showing on my site, why?

Check that "Show Farms Page" / "Show Vendors Page" is turned on under Products > (wrench/settings icon) > Settings, and that the individual entries you expect to see are marked Visible.

Recent Updates

2026-10-05

  • Farm map pins now show in the right place. The map on the public Farms page had been drawn from coordinates looked up in the visitor's browser, which the map service rejected, so every farm fell back to the same spot in the ocean. Coordinates are now looked up for you from the entry's Location address and stored on the entry, so the pin sits on the farm
  • Coordinates refresh automatically when a Location address is added or edited, and a new "Re-look up all map locations" button at the top of the Vendors & Farms list refreshes every entry at once
  • Each entry now has editable Latitude and Longitude fields, so you can place a pin by hand when an address can't be resolved (in that case no map is shown rather than a pin in the wrong place)

2026-09-23

  • Turning a vendor/farm's Visible off now hides its farm/vendor name from every customer-facing spot, not just some of them: the shop, the cart, the customer's order view, and printed box/packing labels. Internal admin and warehouse reports still use it, so you can keep an internal grouping entry (such as a "Fruit Farm" bucket) out of customer view without losing it in the warehouse report
  • An entry's edit screen now states plainly when the site-wide farm/vendor display is turned off (Products > (wrench/settings icon) > Settings), since in that case the per-entry Visible toggle has no customer-facing effect

2026-09-22

  • Turning a vendor/farm's Visible off now also hides its name from the box contents shown with an order. Previously that name could still appear even when the vendor was set not to show

2026-08-11

  • The vendor cutoff deadline is now shown to shoppers as a "Super Fresh Deadline!" callout on the vendor's public page and on product detail pages, and the past-cutoff message in the shop grid was rewritten to a shorter "deadline passed" note

2026-08-07

  • New: vendors can now have a weekly order cutoff (day-of-week + time). Past the cutoff, that vendor's products can no longer be added to an order shipping the affected delivery week, and the shop shows an "only N hours to order" countdown as it approaches. A single product can override its vendor's cutoff from the product's own edit screen

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.