FM Vendor Management - Administrator Guide

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Overview

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Initial Setup

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1. Configure Module Settings

1. Navigate to Facilities → Settings → Vendors
2. Configure:
   • Require Vendor Certification: Whether certifications are required for work order assignment
   • Default Certification Alert Days: When to alert before expiration (default: 90, 60, 30)
   • Vendor Approval Required: Whether new vendors need approval
   • Preferred Vendor Limit Per Category: Maximum preferred vendors per service category

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2. Create Vendors

1. Navigate to Facilities → Vendors
2. Click Add Vendor
3. Enter required fields:
   • Company Name: Vendor’s legal business name
   • Vendor Category: Primary service type
4. Enter contact information:
   • Primary Contact Name
   • Phone Number
   • Email Address
   • Business Address
5. Enter optional fields:
   • Hourly Rate: Standard billing rate
   • Tax ID (EIN/SSN): For 1099 reporting
   • Notes: Additional information
6. Click Add Vendor

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3. Assign Service Sites

1. Open the vendor detail page
2. Go to the Sites tab
3. Click Add Site
4. Select the site(s) the vendor services
5. Optionally mark as Preferred Vendor for that site
6. Click Save

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4. Add Certifications

1. Open the vendor detail page
2. Go to the Certifications tab
3. Click Add Certification
4. Enter:
   • Certification Type: COI, License, Bonding, or Other
   • Certification Name: Specific name (e.g., “General Liability Insurance”)
   • Certificate Number (optional)
   • Issuing Authority (optional)
   • Effective Date
   • Expiration Date
   • Coverage Amount (for insurance)
5. Upload the certificate document (optional)
6. Click Save

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Vendor Categories

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Certification Management

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Certification Types

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Expiration Alerts

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Edge Function: Automated Checks

• Update certification alert flags
• Mark expired certifications
• Generate notifications for upcoming expirations

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Performance Tracking

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Performance Metrics

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Viewing Performance

1. Open the vendor detail page
2. Go to the Performance tab
3. View:
   • Current metrics summary
   • Trend charts over time
   • Work order history

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Using Performance Data

• Preferred Vendor Selection: Use metrics to identify top performers
• Vendor Reviews: Schedule reviews with low-performing vendors
• Rate Negotiations: Use data to justify rate discussions

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Work Order Integration

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Assigning Vendors

1. The system validates:
   • Vendor is active
   • Vendor is approved (if required)
   • Vendor has valid certifications (if required)
   • Vendor serves the work order site
2. If validation fails, the assignment is blocked with a clear message

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Assignment Workflow

Pending → Accepted → In Progress → Completed → Invoiced → Paid
                 ↓
              Declined

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Tracking Vendor Assignments

• Assignment status and dates
• Quote information
• Scheduled work date
• Actual start/end times
• Invoice and payment status

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Tax & Payment Information

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Tax ID Management

• EIN (Employer Identification Number): XX-XXXXXXX
• SSN (Social Security Number): XXX-XX-XXXX

• Tax IDs are masked in the UI (showing only last 4 digits)
• Full access requires appropriate permissions
• Data is encrypted at rest

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Payment Tracking

• Quote Amount: Initial estimate
• Invoice Number: Vendor’s invoice reference
• Invoice Amount: Actual billed amount
• Invoice Date: Date invoice received
• Payment Status: Pending, Approved, Paid
• Payment Date: When payment was processed

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Security & Access Control

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Role-Based Permissions

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Multi-Tenant Isolation

• Vendors are organization-specific
• RLS policies enforce organization boundaries
• No cross-organization vendor access

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Audit Trail

• Created by / created at
• Updated by / updated at
• Certification changes logged
• Assignment status changes logged

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Integration with Other Modules

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Work Orders (FM-01)

• Vendors assigned to work orders via fm_vendor_work_orders
• Work order costs include vendor costs
• Vendor performance updated on work order completion

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Inventory (FM-02) - Future

• Link vendors as preferred suppliers for inventory items
• Vendor catalogs with item pricing
• Automatic vendor selection for reorders

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Accounts Payable (FA-03) - Future

• Vendor invoices flow to AP for processing
• 3-way match: Work order ↔ Invoice ↔ Payment
• Vendor payment terms and discounts

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Purchase Orders (FA-04) - Future

• Create POs for vendor work
• Track vendor quotes vs actuals
• Vendor contract pricing

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Module Settings Reference

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Troubleshooting

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Common Issues

1. Check vendor status is Active
2. Check vendor is Approved
3. Check certifications are valid
4. Verify vendor serves the work order’s site

1. Verify notification settings
2. Check edge function is running
3. Confirm expiration dates are set correctly

1. Ensure work orders are marked as completed
2. Check trigger function is enabled
3. Manually trigger recalculation if needed

1. EIN format: XX-XXXXXXX or XXXXXXXXX
2. SSN format: XXX-XX-XXXX or XXXXXXXXX
3. Remove extra spaces or special characters

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Best Practices

1. Regular Reviews: Review vendor certifications monthly
2. Performance Monitoring: Check low performers quarterly
3. Documentation: Keep digital copies of all certifications
4. Site Assignment: Keep vendor-site mappings current
5. Preferred Vendors: Limit to top 2-3 per category
6. Tax Documentation: Collect W-9 before first payment
7. Contact Updates: Verify contact info annually

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Need Help?

• Technical Issues: Contact system administrator
• Process Questions: Contact Facilities Manager
• Feature Requests: Submit through feedback system