In this article, we will go over several tools for managing vendors and vendor lists.
- Vendor Lists
- Merging Vendor Records
- Viewing Vendor Records
- Editing Vendor Records
- Verifying Vendor Documents
- Creating Internal Only Custom Fields
You can now create Vendor Lists from the vendor page as well as directly from a project. Lists can be used to keep track of your prequalified vendors, and then used to invite vendors to submit to future projects.
The first step is to put the Vendors section into context (click on Vendors across the top):
You can manage and create your lists under the Vendor Lists section. Click on the Create a Vendor List button to get started:
For this example we will create a Vendor List called "Prequalified Mechanical Contractors":
You will see an overview of all Vendors that have submitted to your organization under the Vendor Records section.
In the example below, we've selected 3 different vendors which we wish to include in our new list.
Click on the Actions button and select Add Vendors to List:
From here we select the Prequalified Mechanical Contractors under the Vendor List dropdown:
Now if we wish to invite vendors from this custom list we just created, we can do so in a pending project.
In the Submissions section under the Invites, tab click on the Invite Vendors button.
The Invite Vendors window pops up. From here under the Select a Vendor List dropdown we can select any custom Vendor lists we have saved.
In this example, we would select our "Prequalified Mechanical Contractors" list to auto-populate the contact information for all those associated Vendors.
Merging Vendor Records
If you see duplicate records that you'd like to merge to keep your vendor records clean, you can do so by selecting the records:
Using the Actions menu at the top of the screen, select Merge Vendors:
From there, the Merge Vendors modal will come up, allowing you to make any edits necessary, before clicking Merge:
Once merged, your record will appear in the list of Vendor records as one entity:
In order to be merged, the records must be either two internal records, or one internal and one external record.
Viewing Vendor Records
When navigating the Vendor records section, utilizing the Show/Hide Function can allow you to view, filter or export important information from all vendor records (including commodity codes). Note that the selections you make using the Show/Hide Function will save and persist for when you visit the page again.
There is also the ability to add additional filters to each column using the Filter icon, allowing you to further refine your search. Unlike the Show/Hide Function, these filters will not persist upon navigating away from the page.
Editing a Vendor Record
If you'd like to edit a vendor's record, you can do so by clicking on the link to the right of the Vendor Name:
From there, you'll see the vendor's record. Using the Actions menu at the top right, click Edit Vendor:
You'll then have the option to make any edits. Please note that any field marked with a red asterisk is mandatory - you will not be able to save your edits without completing these fields:
Please also note that you cannot edit a vendor's Commodity Code selections. These can only be edited by the vendor themselves.
Verifying Vendor Documents
From this screen, you can also make sure that any documents submitted by the vendor are valid and not expired. To do this, click on the Documents section to expand it, then click the Actions button for the document you'd like to verify and then Verify:
A box will then pop up stating that you've verified the document. Check the checkbox next to it and then click Verify:
A green Verified status should now appear next to the document's file name. Hovering over the status will reveal a tooltip showing who verified the document and when.
Creating Internal Only Custom Fields
Internal users also have the option of creating, adding and editing Internal Only Custom Fields to Vendor Records. These custom fields are not visible to Vendors at any point, and serve to provide internal sort, filter and notation functions.
To create a Internal Only Custom Field, first navigate to your Vendor Management - Registration Settings accordion, then click Add a Custom Field, as shown below:
You will then see the Add A Custom Field window, as shown below.
Select Internal Only, then choose your field's name and any applicable Vendor types, as well as if you wish to have specific Multiple Options. Once finished, click Add.
To then edit your Internal Only fields, navigate to the Vendor Record you wish to edit, then select Edit Internal Only Fields.
In this example, we have an Internal Only Custom Field noting if this vendor is a previous vendor or not.
Choose your selection, then click Save. This will save the internal only custom field to the Vendor's Organizational Record.
To then view this information, simply scroll down to the Internal Only header.
Once your Vendors have been appropriately annotated as required, you can then also sort by this data, as shown below:
To read more about Vendor Registration and your customization options, please check out Vendor Management - Registration Settings