This article will teach you how to use the Vendors feature of the Property & Facility App and Accounting App.

Adding a Vendor to a Property

This feature will allow users with Vendor Manager access to add a vendor to a property.

1. From the Property & Facility menu, click Vendors.
2. From the Vendors page, click the Add Vendor button.
3. Once the Add New Vendor to Property window has opened, complete the form presented:

If you see a matching vendor name:

4. Review to confirm that all information is correct for the vendor such as address, vendor code, etc.
5. Select the name of the vendor.
6. Click the Save button.
7. The vendor has now been added to the desired property.

If you do not see a matching vendor name:

4. Continue entering the entire name of the vendor and complete the form presented:

5. Click the Save button.
6. The vendor profile has now been added to the selected property in Pending status. The vendor can now be selected to receive work order access at the property for Service Requests and/or Preventive Maintenance. For additional information, see Editing Property Work Order Access for a Vendor.
7. The user at your property with Vendor Management Admin access will then review and approve the vendor profile.

Note: If your organization uses the Accounting App, the vendor will be added in a status of "Pending" awaiting a vendor code. Vendor codes are assigned once the vendor has been approved and you will be sent a notification message at that time. For additional information, see Approving a Vendor.

Adding an Approved Vendor to Additional Properties

This feature will allow users with Vendor Management Admin access to add an approved vendor to additional properties.

1. From the Accounting menu, click Vendors.
2. From the Accounting: Vendors page, click the title of the vendor that you desire to add to additional properties.
   • Note: Ensure that you have clicked the applicable tab for Pending or Approved.
3. From the Vendor: [Vendor Title] page, click the Actions button and select Add Property(s).
4. Once the Add [Vendor Name] to Additional Properties window has opened, select the property that you desire to add the vendor to.
   • Note: You can select multiple properties by holding the CTRL key while clicking each property.
5. Click the Save button.
6. The vendor has now been added to the additional properties.

Removing a Vendor from a Property

This feature will allow users with Vendor Manager access to remove a vendor from a property.

1. From the Property & Facility menu, click Vendors.
2. From the Vendors page, click the name of the vendor that you desire to remove from a property.
   • Note: Ensure that you have selected the applicable filter(s) on the left sidebar for Vendor Workflow, Trade, and/or Properties.
3. From the [Vendor Name] page, click the Properties tab.
4. From the Properties tab, select the checkbox(es) for the property(s) that you desire to remove the vendor from.
5. Click the Remove Property(s) button (it looks like a minus sign).
6. The vendor has now been removed from the selected property(s).

Approving a Vendor

This feature will allow users with Vendor Management Admin access to approve a vendor.

1. From the Accounting menu, click Vendors.
2. From the Vendors page, click the title of the vendor that you desire to approve.
   • Note: When a vendor profile is awaiting approval it will be placed in "Pending" status within the Pending tab.
3. From the Vendor: [Vendor Title] page, click the Accounting Profiles tab and then click the vendor code.
4. Once the Update Accounting Profile window has opened, complete the form presented:

5. Click the Save button.
6. From the Vendor: [Vendor Title] page, click the Actions button and select Approve.
7. Once the Approve Vendor window has opened, select the applicable accounting profile and click the Save button.
8. The vendor profile has been approved and is now in Approved status.
   • Note: Approved vendor profiles are located in the Approved tab of the Accounting: Vendors page.

Disabling a Vendor

This feature will allow users with Vendor Management Admin access to disable a vendor.

1. From the Accounting menu, click Vendors.
2. From the Vendors page, click the title of the vendor that you desire to disable.
   • Note: Ensure that you have clicked the applicable tab for Pending or Approved.
3. From the Vendor: [Vendor Title] page, click the Actions button and select Disable.
4. The vendor profile has been disabled and is now in Disabled status.
   • Note: Disabled vendor profiles are located in the Disabled tab of the Accounting: Vendors page.

Adding a Contact to an Existing Vendor

This feature will allow you to add a new contact (person) to a previously entered vendor.

1. From the Property & Facility menu, click Vendors.
2. From the Vendors page, click the Vendor Name that you desire to add a contact to.
3. From the [Vendor Name] page, click the Contacts tab and then click the Add Contact button (it looks like a + sign).
4. Once the Add New Contact window has opened, complete the form presented:

5. Click the Save button.
6. Your new contact has been saved and added to the vendor profile. If the vendor has been selected to receive work order access for Service Requests and/or Preventive Maintenance, the vendor contact will now appear in the drop-down lists when assigning a work order or PM schedule to a user. For additional information, see Editing Property Work Order Access for a Vendor.

Disabling a Vendor Contact

This feature will allow you to disable a vendor contact to prevent the user from accessing WorkSpace.

1. From the Property & Facility menu, click Vendors.
2. From the Vendors page, click the applicable vendor name.
3. From the [Vendor Name] page, click the Contacts tab.
4. From the Contacts tab, click the name of the vendor contact you wish to disable.
5. Once the Update Vendor Contact window has opened, click the drop-down menu for the Status field and select Disabled.
6. Click Save.
7. The status of the vendor contact has now been updated to Disabled.

Attaching a W-9 Form to an Existing Vendor

This feature will allow you to attach a W-9 Form to a previously entered vendor.

1. From the Property & Facility menu, click Vendors.
2. From the Vendors page, click the name of the vendor that you desire to attach a W-9 Form to.
3. From the [Vendor Name] page, click the W-9 tab.
4. Click the Browse button, navigate to the .PDF file of the W-9 Form on your computer, and then click Open.
5. Click the Upload button.
6. The W-9 Form has been saved and attached to the vendor profile.

Adding a Vendor Certificate of Insurance (COI)

1. From the Property & Facility menu, click Certificates of Insurance.
2. From the Certificates of Insurance page, click the New Certificate button.
3. Once the Add New Certificate window has opened, complete the form presented:

4. Click the Save button.
5. The vendor COI is now visible on the Certificates of Insurance page.

Searching for an Existing Vendor

This feature will allow you to search for a previously entered vendor.

1. From the Property & Facility menu, click Vendors.
2. On the Vendors page, existing vendors are grouped by Trade, then sorted alphabetically by Vendor Name.
   • Note: Use the filters in the left sidebar for Vendor Workflow, Trade, and/or Properties to narrow the results, if applicable.
3. In the Search field in the header (it contains a magnifying glass), type all or part of the Vendor Name to assist in narrowing your search.
4. Locate the desired vendor and click the Vendor Name to access the vendor's page.
5. You have now located the existing vendor.

Editing the Primary Information of a Vendor

This feature will allow users with Vendor Management Admin access to edit the primary information of a vendor profile.

1. From the Accounting menu, click Vendors.
2. From the Accounting: Vendors page, click the name of the vendor that you desire to edit the primary information for.
3. From the Vendor: [Vendor Name] page, click the Details tab and navigate to the Primary Information section.
4. Edit the fields presented as necessary.
5. Click the Save button.
6. The primary information of the vendor profile has now been updated and saved.

Editing Property Work Order Access for a Vendor

This feature will allow users to edit property information for a vendor in order to grant work order access and specify the vendor's trade and rank.

Note: A vendor must already be added to a property in order to edit vendor property information. See the articles Adding a Vendor to a Property and Adding an Approved Vendor to Additional Properties.

1. From the Property & Facility menu, click Vendors.
2. From the Vendors page, ensure the applicable property is selected in the upper-right corner of the screen.
3. Click on the Vendor Name of the vendor whose property information you desire to edit.
4. From the [Vendor Name] page, click the Properties tab.
5. On the Properties tab, click the pencil icon on the right side of the screen for the applicable property.
6. Once the Edit Vendor's Property window opens, complete the form presented:

7. Click the Save button.
8. The vendor's property access has now been updated.