> ## Documentation Index
> Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt
> Use this file to discover all available pages before exploring further.

# FM Vendor Management - User Guide

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

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

***

## 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.

***

## Getting Started

### 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

### 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

***

## 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

***

## Assigning Vendors to Work Orders

When a work order requires an external contractor:

### 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**

### 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

***

## Understanding Certification Status

Vendors may have various certifications:

| Type        | Description                   |
| ----------- | ----------------------------- |
| **COI**     | Certificate of Insurance      |
| **License** | Trade or business license     |
| **Bonding** | Payment or performance bond   |
| **Other**   | Additional required documents |

### Certification Indicators

| Status        | Indicator | Meaning                              |
| ------------- | --------- | ------------------------------------ |
| Valid         | ✓ Green   | All certifications current           |
| Expiring Soon | ⚠ Yellow  | Certification expires within 90 days |
| Expired       | ✗ Red     | One or more certifications expired   |

### 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

***

## Vendor Work Order Tracking

### 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

### Assignment Statuses

| Status      | Meaning                         |
| ----------- | ------------------------------- |
| Pending     | Waiting for vendor acceptance   |
| Accepted    | Vendor confirmed the assignment |
| In Progress | Work has started                |
| Completed   | Work finished                   |
| Invoiced    | Invoice received                |
| Paid        | Payment processed               |
| Declined    | Vendor declined the work        |
| Cancelled   | Assignment cancelled            |

***

## 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

### 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

***

## 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.

***

## Need Help?

Contact your Facilities Manager or system administrator for:

* Adding new vendors
* Updating vendor information
* Access permission issues
* Certification questions