Vendors

Overview of the Vendors List Screen

You use the Vendor List screen to view and edit contractors, sub-contractors, part-suppliers, and other companies that you use to assist with the completion of work orders and asset management.

Tools to Search and Filter Data

There are multiple tools on the List screen to search and filter the Found Set so that you can view exactly the vendors you need to.

Find records using:

1. The Global Search Field
2. The Filters Window
3. Constrain-by

Things You Can do on the Vendors List Screen

1. Add a New Vendor
2. Print the Vendors List Report

Add a New Vendor

1. Click the + Vendor button to view a blank Vendor Detail screen.
   
2. Begin entering data in the General Information section.
   
3. The Email address field is important for automatically sent notifications
   • Work Order assignment
   • Escalation
   • Work Order Completion
   

Include Vendor on Assign To List

1. Click the Include Vendor on 'Assign-to' List checkbox if you want the Vendor to appear in the Assign-To value list in the Work Orders and PM Schedules modules.
   • This gives you the ability to track and manage vendors such as parts suppliers that do not get assigned to work orders.
   • The (V) next to the Vendor Name in the Assigned-To value list tells you that the assignee is a vendor.
   • The vendor will automatically be added to the Workers module.
   

Add A Worker to the Vendor

1. Click the Workers tab to view workers associated with the vendor.
   
2. Click the + Worker button to add a blank line to the Workers portal.
   
3. Enter data about the worker directly in the portal.
   
4. You can also add workers to the vendor on the Workers Detail screen.
   • Click the Vendor ID field and start typing the Company ID to jump to the vendor you want to choose.
   

Print the Vendors List Report

Remember that you print the Vendor List Report after you Find a group of vendors that you want to report about, and sort the list by one of the columns that makes sense to you. This is because the Vendor List report prints out exactly as it appears on screen.

1. Click the Actions Menu button to view the value list of options.
   
2. Click Vendors List Report to view the print preview.
   
3. Note that the print preview is sorted the same way as the Vendor List screen.
   • and contains only the vendors displayed on the Vendor List screen.
   
4. Options on the Print Preview Screen

Overview of the Vendor Detail Screen

You use the Vendor Detail screen to add vendors and to view and edit details about previously created vendor records.

Things You Can Do on the Vendor Detail Screen

1. Include Vendor on 'Assign To' List.
   1. See Include Vendor on Assign To List
2. Add Workers to the Vendor.
   1. See Add A Worker to the Vendor
3. View and Edit Contract & Insurance Details
4. Add, View and Edit Vendor-Related Documents
5. View and Edit the Vendor Work Order History
6. View and Edit the Vendor Assets

View and Edit Contract & Insurance Details

You can keep track of contracts and insurance details for each vendor.

1. Click the Contract & Insurance tab to view details about vendor contracts and insurance.
   

Add View and Edit Vendor Documents

You can add, view, and edit vendor-related documents.

1. Click the Documents tab to add, view, and edit documents related to the vendor.
   
2. Add a Document Click the + Document button to view your operating system window.
   
   • Navigate to, and choose a file, and click the OK button to add the item to the Documents portal.
   • The item automatically appears in the Documents portal.
   • also see Add a Document
3. Edit A Document Click the Edit Record button to view the Edit Document window.
   The Edit Document Window
   • Click the Category field to view the value list and choose a category.
   • Click the Status field to view the value list and choose a status.
   • Click the Document Title field to edit the default file name.
   • Click the Document Description field to add comments and information about the document and why it is attached.
   • Also see Things You Can Do On The Document Detail Screen
   
4. Click any item in the Documents portal to go to the Document Detail screen in the Documents module
   
5. See Things You Can Do On The Document Detail Screen
   

View and Edit the Vendor Work Order History

The History tab displays the list of the vendor's work orders. The status of each work order is listed for your reference.

1. Click the History tab to view the list of work orders completed by that vendor.
   
2. Click any work order in the Vendor Work Order History tab to go to the Overview screen of the Work Order Detail screen.
   
3. You can view and edit the work order as necessary.
   

View and Edit the Vendor Assets

You can see a list of all the assets for which the vendor, or the vendor's workers are responsible.

1. Click the Assets tab on the Vendor Detail screen to view the assets for which the vendor, or the vendor's workers are responsible.
   • Note that you can click on any asset in the portal to go to the Overview tab of the Asset Detail screen.