Vendors

The vendor directory lists every company you buy from or send work to, and leads with the question that matters before anything else: may this vendor be used today?

If you don’t see this in your navigation, your administrator can switch the module on under Administration → Modules, or it may not be included in your plan.

The vendor directory, with category, sites, contracts, committed response, score and status for each vendor

Item	What it means
vendors	Every vendor the search and filters match, counted across all pages
cannot be assigned	Vendors who may not be given work right now — because of their status, or because a compliance document that blocks assignment has lapsed
with compliance expiring	Vendors with an insurance, licence or certificate close to expiry
Search vendors	Matches the vendor name and number
Blocked	Shows only vendors who cannot be assigned
Export	Downloads the directory. Needs Export the supplier directory
Contracts	Opens the contract register
New vendor	Opens the onboarding form. Needs Onboard vendors

Views, Filter and Columns work as on every register.

Columns

Column	Shown by default	What it means
Vendor	Yes	Name, vendor number, and an OEM tag for original equipment manufacturers. Click to open
Category	Yes	The vendor’s primary service category
Sites	Yes	How many of your sites they serve
Contracts	Yes	Live contracts with them
SLA	Yes	The fastest response they have committed to anywhere (best response committed)
Rating	Yes	The average rating your people have given them on completed jobs, or not rated
Score	Yes	Performance score out of 100: 40% SLA compliance, 30% rating out of 5 and 30% first-time fix, over a rolling twelve months, recomputed nightly. Point at it for the formula
Open WOs	Yes	Open work orders assigned to them, with how many are under warranty
Status	Yes	The vendor’s status — or Compliance lapsed / cannot-be-assigned when that overrides it
Type, Legal name, Email, Phone, Website	No	From the vendor record
Terms	No	Default payment terms in days
OEM	No	Whether they are an original equipment manufacturer
Assignable	No	Whether they may be given work today
Compliance expiring	No	Whether a compliance document is close to expiry
Open claims	No	Warranty claims open against them
Warranty authorisations	No	How many manufacturers authorise them for warranty work
Onboarded / Approved	No	Dates from the onboarding record

Vendor statuses

These are the default statuses; your administrator can change them under statuses and state models.

Status	Meaning
Prospective	Being considered. Cannot be sent work or orders
Pending Approval	Submitted for approval
Approved	May be used
Suspended	Temporarily stopped — a lapsed insurance, a dispute
Blacklisted	Permanently stopped
Inactive	No longer used, without prejudice

Prospective ──Submit for approval──→ Pending Approval ─┬─Approve vendor──→ Approved
                                                       └─Return for information──→ Prospective

Approved ─┬─Suspend────→ Suspended ─┬─Reinstate──→ Approved
          │                         └─Blacklist──→ Blacklisted
          ├─Blacklist──→ Blacklisted
          └─Deactivate─→ Inactive

On the vendor’s own screen, the moves allowed from the current status appear as buttons named for the status they lead to — for an approved vendor, Inactive, Suspended and Blacklisted. Only vendors whose status allows use are offered on purchase orders, RFQs and work assignment.

Onboarding a vendor

Click New vendor. Everything else — contacts, sites, capabilities, parts, rates and compliance — is added on the vendor’s own screen once it exists.

The New vendor form: identity, how to reach them, commercial terms, registration and onboarding

Section	Field	What it means	Notes
Identity	Vendor Number	Your own supplier code	Required. Match whatever finance uses
	Name	The name people use day to day	Required
	Legal Name	The registered name, where it differs	This is the name that has to appear on a purchase order
	Vendor Type	What they supply — parts, services, or both	Required. The options are your organisation’s list, under commercial settings
How to reach them	Email	Where orders and queries go
	Phone	Main switchboard	Named contacts are added separately on the vendor
	Website	For catalogues and datasheets
Commercial terms	Default Currency	The currency they invoice in	Applies when a contract or order does not say otherwise
	Payment Terms (days)	Days from invoice to payment — 30 for net-30	The default on orders to them
Registration	Tax Identifier	GSTIN, VAT number or local equivalent	Needed on invoices and for tax reporting. See India
	Registration Number	Company registration number
	Files	Insurance, accreditation, safety paperwork	Attached as the vendor is saved; see below
Onboarding and approval	Onboarded on	When they were first set up
	Approved on	When they were cleared to be used	Cannot be earlier than the onboarding date
	Approved by	Who signed them off
Notes	Notes	Anything a buyer should know before ordering

Your administrator can add fields and rearrange the form with Edit form (Form Studio). Files can be attached before the vendor is saved; the camera is disabled here, because these are usually scanned documents. An oversized file is refused when you attach it, against your organisation’s limit. If some files fail to upload after the vendor itself is saved, nothing is lost: choose Close anyway or Try those again, which retries only the failed files. Click Create. New vendors start in the first status of your vendor state model (by default Prospective) and must be approved before they can be used.

Editing several vendors at once

Tick vendors in the directory (or Select all), then use the bar at the bottom: Edit in a grid opens the ticked vendors in a spreadsheet, one row per vendor, so you can change a column for many at once. It is backed by Import, which is what gives it an undo, and needs Upload a file, map its columns and validate it. Clear unticks everything. A vendor contact can be invited to the vendor portal from the Contacts tab of the vendor. They then see their own jobs, their own orders and the conversations they are brought into, and nothing else.

Who can do what

Permission	Lets somebody
View vendors	Open the directory and vendor screens
Onboard vendors	Create vendors
Edit vendors	Change vendor records and their tabs
Approve vendors for use	Approve a vendor
Remove vendors	Delete a vendor
Export the supplier directory	Export

Inside a vendor

Contacts, sites, capabilities, parts, work, performance, rates and compliance.

The vendor portal

What a vendor’s own login can see, and how invitations work.

Get started

Work

Maintenance

Assets

Sites

Inventory

Procurement

Workforce

Vendors and contracts

Finance

Property

Gatehouse

Analytics

Knowledge base

The field app

Release notes

Columns

Vendor statuses

Onboarding a vendor

Editing several vendors at once

Who can do what

Inside a vendor

The vendor portal

Stat strip and toolbar

Columns

Vendor statuses

Onboarding a vendor

Editing several vendors at once

Giving a vendor their own login

Who can do what

Inside a vendor

The vendor portal