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Module: FM-03 Vendor Management
Audience: Maintenance Technicians, Facilities Staff, Project Managers
Last Updated: 2025-12-07

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Overview

The Vendor Management module helps you track and manage external service providers, contractors, and suppliers. You can view vendor information, check certification status, and assign vendors to work orders.

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Getting Started

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Accessing Vendors

  1. Navigate to Facilities → Vendors from the main menu
  2. The vendor list displays:
    • All registered vendors
    • Their service categories
    • Certification status
    • Preferred vendor indicators

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Understanding the Vendor List

The vendor list displays key information for each vendor:
  • Vendor Number: Unique identifier (auto-generated)
  • Company Name: Vendor’s business name
  • Category: Service type (Plumbing, Electrical, HVAC, etc.)
  • Status: Active, Pending Approval, or Inactive
  • Certification Status: Valid, Expiring Soon, or Expired
Use filters to narrow down vendors by:
  • Category
  • Status
  • Preferred vendor status
  • Certification status

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Viewing Vendor Details

To view a vendor’s complete profile:
  1. Click on the vendor row in the list
  2. The detail page shows:
    • Contact Information: Primary contact, phone, email
    • Service Information: Categories, service area, hourly rates
    • Performance Metrics: Work order history, completion rate, satisfaction rating
    • Certifications: Insurance, licenses, and compliance documents

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Assigning Vendors to Work Orders

When a work order requires an external contractor:

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From the Work Order

  1. Open the work order detail page
  2. In the Assignment section, click Assign Vendor
  3. Use the Vendor Selector to find an appropriate vendor:
    • Type to search by name
    • Filter by category
    • See certification warnings
  4. Select the vendor
  5. Optionally enter a Quote Amount
  6. Click Assign

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What the Vendor Selector Shows

The dropdown displays helpful information:
  • ✓ Green checkmark: Active vendor with valid certifications
  • ⚠ Warning icon: Vendor has expiring certifications
  • ✗ Red X: Vendor has expired certifications or is inactive

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Understanding Certification Status

Vendors may have various certifications:
TypeDescription
COICertificate of Insurance
LicenseTrade or business license
BondingPayment or performance bond
OtherAdditional required documents

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Certification Indicators

StatusIndicatorMeaning
Valid✓ GreenAll certifications current
Expiring Soon⚠ YellowCertification expires within 90 days
Expired✗ RedOne or more certifications expired

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Why Certifications Matter

  • Expired COI = potential liability if vendor causes damage
  • Expired licenses = may not be legally permitted to perform work
  • Your organization may require valid certifications before vendor assignment

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Vendor Work Order Tracking

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View Vendor Assignments

On the vendor detail page, the Work Orders tab shows:
  • All work orders assigned to the vendor
  • Current status of each assignment
  • Quote and invoice information
  • Payment status

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Assignment Statuses

StatusMeaning
PendingWaiting for vendor acceptance
AcceptedVendor confirmed the assignment
In ProgressWork has started
CompletedWork finished
InvoicedInvoice received
PaidPayment processed
DeclinedVendor declined the work
CancelledAssignment cancelled

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Mobile Usage

The vendor module is optimized for mobile devices:
  • Touch-friendly buttons for quick actions
  • Large tap targets for easy selection
  • Responsive layout adapts to screen size
  • Quick search to find vendors on-site

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Tips for Mobile

  1. Use the search bar to quickly find vendors
  2. Tap a vendor row to view details
  3. Use the phone icon to call vendors directly
  4. Use the email icon to send messages

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FAQ

Q: Can I add new vendors?
A: Vendor creation requires Facilities Manager or Admin permissions. Contact your manager to add new vendors. Q: Why can’t I assign a vendor to a work order?
A: Check that:
  • The vendor is active
  • The vendor is approved
  • The vendor has valid certifications (if required)
  • The vendor serves the work order’s site
Q: How do I know which vendor to use?
A: Consider:
  • Vendor category matches the work type
  • Vendor serves the site location
  • Certification status is valid
  • Past performance ratings
Q: What if a vendor’s certification is expiring?
A: Notify your Facilities Manager. The vendor will be contacted to provide updated documentation.

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Need Help?

Contact your Facilities Manager or system administrator for:
  • Adding new vendors
  • Updating vendor information
  • Access permission issues
  • Certification questions