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The vendor screen is where a supplier or contractor is assembled and judged: who to call, where they will travel, what they can do, what they charge, how they have performed and whether their paperwork still lets them on site. A vendor's Overview tab: open work, contracts, committed response and score, above the vendor record A vendor's Overview tab: open work, contracts, committed response and score, above the vendor record

The header

Below the title: the vendor type, phone and email. Some tabs belong to other modules and are shown only where your organisation has them: Contracts needs contracts, Parts needs Parts & Stock, Work orders needs work orders, and Copilot needs the AI assistant. Each tab below has its own Add … button and edit and delete icons on each row, for people holding Edit vendors. The add forms are arranged by your administrator and may show extra fields.

Overview

The cards at the top: Open work (with how many are under warranty), Active contracts, Best response committed anywhere, and Score with the twelve-month period it covers. Open work is shown where your organisation has work orders, and Active contracts where it has contracts. When the vendor must not be assigned work, a red banner says why. Then the vendor record itself — Identity, How to reach them, Commercial terms, Registration, Onboarding and approval and Notes — and three sections of their own:

Contacts

The Contacts tab, with a primary and escalation contact and the Invite button The Contacts tab, with a primary and escalation contact and the Invite button A contact with a login shows portal login, portal invited (invited, never signed in) or a warning such as portal login suspended. Invite gives a contact with an email address their own login — see inviting a contact. It needs Create users. Addresses below the contacts holds the registered office, service depot and remittance address: an address type (shown in words), the address lines, city, postal code, state and country, optional coordinates (used to estimate travel time to your sites) and which one is Primary. Where your organisation works under India GST, each address also takes the supplier’s GSTIN in that address’s state — left empty where they are not registered — which an e-way bill reads when an asset is sold to them.

Sites

Sites served lists which of your sites this vendor will travel to and what they commit to there. The Sites tab, with response time, travel charge and preferred flag per site The Sites tab, with response time, travel charge and preferred flag per site This is a commercial fact, not access: the sites a vendor’s portal users may see are chosen separately when they are invited.

Capabilities

The Capabilities tab, with skills and an OEM certification required for warranty work The Capabilities tab, with skills and an OEM certification required for warranty work Skills are what the vendor says it can do; the Assign picker on a work order reads them when it asks who can take a job. Certifications are somebody else’s word that they can do it.

Contracts

Agreements with this vendor — Contract, Type, From, To, Value and Status — with New contract to add one. See Contracts.

Parts

Parts they supply — the parts this vendor can be ordered from. The Parts tab, showing a preferred part at its reorder point The Parts tab, showing a preferred part at its reorder point Show retired / Hide retired toggles retired arrangements. Without a part recorded here, nothing routes a purchase of it to this vendor.

Work orders

Jobs assigned to this vendor: Work order, Title, Asset, Priority, Status (with a warranty tag where cover applies) and Cost. Work is assigned from the job, not from here. Rate on a completed job records a rating — Rating and optional Comments — which feeds the vendor’s score. The Work orders tab, with one breakdown job under warranty The Work orders tab, with one breakdown job under warranty

Performance

The Performance tab, with a rolling twelve-month period The Performance tab, with a rolling twelve-month period Computed from what the vendor actually did, over a rolling twelve months: Assigned, Completed, Rejected, First-time fix, SLA compliance, average Response, Rating, Spend and when it was Computed. A rolling year is used because a monthly rate from one job is not a rate. The headline score only moves once something is completed. Ratings below lists each rating with Overall, Timeliness, Quality and comments.

Rates

The Rates tab, with the current standard rate card The Rates tab, with the current standard rate card A vendor usually has several rate cards — standard, out of hours, weekend, emergency. Rates change by adding a card with a later start date, not by editing the current one — an old card is the record of what was agreed. Vendor invoices are checked against the cards in force on the invoice date.

Compliance

The Compliance tab, with public liability insurance that is required The Compliance tab, with public liability insurance that is required Expiring documents raise a notification ahead of time.

Documents

Controlled documents filed against the vendor, and attached Documents — insurance certificates, signed agreements, rate cards as they were sent. Choose a Kind and optional Caption, then Attach files.

Copilot

Ask the AI assistant about this vendor. It is off until an administrator switches it on under AI settings, because using it sends the record to a model outside your deployment on your organisation’s own key.

Sending work to a vendor

Assign the job to the vendor from the work order. The entitlement check runs then: if a contract covers the repair, the job is raised against it. A work order waiting on a contractor can sit in a waiting-for-vendor status, which pauses the service-level clock — see the lifecycle.