What is a Vendor?

A vendor is a registered supplier, subcontractor, consultant, or service provider involved in the project. The vendor’s information is essential for creating contracts, managing orders, and processing payments.

Create Vendor – Step-by-Step Guide

Accessing the Form

• Log in to the application.
• Navigate to the left menu and select Vendors.
• Click Add Vendor.

Fill Vendor Information

1. Vendor Information

• Name – Enter the full vendor name.
• Email – Official email address.
• Phone Number – Include country code for communication.
• Industry Code – Classification of the vendor’s industry.
• Vendor Code – Unique identifier assigned to the vendor.
• Legal Name – Registered name of the vendor’s company.
• Vendor Type – Supplier, subcontractor, consultant, etc.
• Category – Type of product or service supplied.
• Address – Enter postal address.

2. Bank Details

• Account Number – The vendor’s bank account for payments.
• Account Holder Name – Name of the account owner.
• Account Type – Savings, current, etc.
• Bank Name – Name of the vendor’s bank.
• Branch Name – Branch details of the bank.
• Bank Address – Address of the branch.
• IFSC Code – Bank routing code.
• SWIFT Code – International transfer code.
• MICR Code – Clearing code.
• Country, State, City, Zip Code – Location information for the branch.

3. Tax Identification

• Type – GST, PAN, etc.
• Number – Official tax identification number.
• Click + to add more tax records if applicable.

Final Actions

• Save – Click to register the vendor.
• Cancel – Click to discard changes and exit.

Note:- For creating a Vendor

1. Mandatory Fields:

• Vendor Name *
• Email *
• Industry Code *
• Legal Name *

2. Configurations in Company Settings for Vendor Creation:

Industry Code is configured under: Company Settings ➜ Item Master ➜ Industry.

Vendor Details page

Each tab focuses on a specific area related to the vendor:

• License Tab – Displays all licenses assigned to the vendor, such as certifications, permits, and regulatory compliance documents.
• Items Tab – Lists materials, tools, or products that the vendor supplies to projects. This helps track what each vendor is providing, streamlining procurement and inventory management.
• Assets Tab – Shows assets provided by the vendor, including machinery, equipment, or other capital resources used in the project.
• Contacts Tab – Displays individual contacts associated with the vendor, such as billing representatives, project coordinators, or delivery managers.
• Contracts Tab – Lists all contractual agreements in place with the vendor, detailing the scope, timelines, and terms.
• Purchase Orders Tab – Contains orders placed with the vendor, helping monitor requests and fulfillment.
• Invoices Tab – Tracks billing records sent by the vendor for goods or services supplied.
• Payments Tab – Displays all payment transactions made to the vendor, aiding in financial tracking and reconciliation.
• Item Received Tab – Monitors goods or services delivered by the vendor, ensuring proper tracking of deliveries against orders.
• Bank Details Tab – Contains payment account information used for processing transactions with the vendor.
• Addresses Tab – Holds multiple physical addresses for the vendor, useful for billing, shipping, or regulatory purposes.
• Tax Details Tab – Displays tax information associated with the vendor, including tax types (GST, PAN, etc.), registration numbers, and documentation required for regulatory compliance

Vendor Actions

Edit Vendor

• Click Edit next to the vendor.
• Modify the fields as required.
• Click Save to update the information.

Delete Vendor

• Click Delete.
• Confirm the action in the popup window.
• The vendor will be removed from the list.

View Vendor Details

• Click the vendor’s name or email address.
• Review all associated details and records.

Search, Filter, and Sort

• Use the search bar to quickly find vendors.
• Apply filters based on status, type, or category.
• Click on column headers to sort the vendor list.

Vendor KPI Dashboard

The dashboard provides an overview of key performance metrics:

First Section – Summary Metrics

• Total Vendors – Displays the number of vendors in the system.
• Total Vendor Contract Value – Shows the combined value of all active contracts.
• Total Paid to Vendors – Tracks cumulative payments made to vendors.
• Outstanding Payables – Highlights payments that are pending.
• Average Payment Delay – Indicates the average delay in payments.
• On-Time Payment Percentage – Reflects the percentage of payments made on time.

Additional Widgets

• Pending Vendor Payments – Lists payments that are due or overdue.
• Top Vendors by Frequency – Ranks vendors based on transaction frequency.
• Monthly Payment Trends – Visualizes payment trends over time.
• Received vs Pending Items – Compares items received against pending deliveries.

Yearly Payment Breakdown – Shows long-term payment trends and budgeting information.