As a Buyer, you can set up Vendor Types in your Vendors Dashboard, that create different documentation/registration requirements for your Vendors. You are also able to create Vendor Documents and Custom Fields that you can then associate with the Vendor Types you have created. This allows you to create a highly customizable registration experience for your Vendors, in which you get every piece of information you need before accepting Vendor submissions. This article will walk you through setting up each one.
In order to create a Vendor Type, head to the Vendors Dashboard on your portal, and open up the Registration Settings tab. In here, you will see a Vendor Types tab which houses all of the Vendor types that you have created.
To begin adding Vendor types, click on Add a Vendor Type.
This window will open up, and in here you can add a title for the Vendor Type, as well as a short description and click Add.
You can Edit or Delete the Vendor Types you have created by going into their corresponding Action tabs here:
Note: It is currently not possible to require a Vendor Type during Vendor Registration.
Now we are going to move on to creating Vendor Documents that you can associate with the Vendor types you have just made! Adding Vendor Documents allow you to ask Vendors to upload certain documents before they can create a submission and participate in an opportunity, (for example, a Labour Law Certificate).
You will find the Vendor Documents tab in the Registrations Settings Section on your Vendor Dashboard. To begin adding Vendor documents, click on Add a Vendor Document.
This window will open up where you can input a title for the document slot as well as a description. Under the Vendor Types heading, tag the Vendor type that you would like to have associated with this document (in this case, since it is a Construction certification, we will tag the Construction Type we just created). Finally, select the file type for the document.
You will also be able to specify if it is Required, Active, if it Expires and if the document Requires Verification. We also have an option to upload a Document template for the requested Vendor Document if needed. Click Add!
The Dashboard will display very useful insights on these documents such as which Documents are Expiring Soon, which ones are Expires and the ones that still need to be Verified. From the vendor perspective, they will also receive notifications for expiring and expired contracts. (More information can be found in the article Vendor Management.)
Finally, you can create Custom Fields that you can also associate with your Vendor Types. Custom Fields allow you to ask for additional information from Vendors that must be provided before a Vendor can create a submission and/or allow internal users the ability to add internal only information .
You will similarly find the Custom Fields tab in the Registration Settings section of your Vendor Dashboard. And to begin adding custom fields, navigate to the Add a Custom Field button.
Clicking on that will bring up a window where you can create your Custom Vendor Field.
First, choose if your custom field is Additional Information and therefore intended to be viewed and answered by Vendors during registration, or if you wish this field to be hidden from Vendors and be Internal Only.
If you have selected Additional Information, you can allow Vendors to choose from a drop-down menu of answers. To do so, check off Allow Multiple Options and type in the options you wish to have in the menu, separated by a comma. If you would like Vendors to type in an answer, leave the Options heading blank and check No under Allow Multiple Options.
If you have selected Internal Only, the field will not be displayed to Vendors and will only be visible to internal users.
Under the Vendor Types heading, you can tag the Custom Field to the Vendor type you wish it to be associated with.
Under the Preferences tab, you have the option to make Commodity Codes a mandatory registration requirement for vendors wishing to use your Portal.
That's all it takes to set up your Custom Registration Settings on Bonfire! For an overview of your Vendors experience filling in your custom registration, navigate to our article on Vendor Registration here.
NOTE: If a vendor did not define their commodity codes and your portal requires it, they will be presented with the error below. The link in the error will redirect them back to the registration wizard where they will then be able to add their relevant codes.