Entering Vendors

Many Archibus applications and modules--- including Reservations, Projects, Waste, Service Desk, Emergency Preparedness, Corrective Maintenance, Energy, and Compliance --- require that you specify the vendors with whom you interact. For example, you may order supplies from vendors, employ vendors as contractors and assign work to them, send vendors projects to bid on, or receive energy bills from vendors.

Note: Once you enter a vendor in the Vendors table, you will want to also add the vendor to the Archibus Users table and then assign vendor-related processes to this user. This enables the vendor to sign in to Archibus and also to receive email. Vendors included in the Archibus Users table must have the same email address listed in each table. If you want a vendor to receive email and access the Archibus system, be sure to contact the party at your site who maintains the Users table so that they can enter the vendor in the Archibus Users table.

To create a vendor

  1. Select the appropriate task to access the Vendors table. The Vendors view appears. All of the currently defined vendors are displayed in the left frame.
  2. Click Add New to add a new vendor.
  3. Enter basic information about the vendor such as address, phone, fax and alternative contact information. Note the following fields:
    4. Field Description
    Vendor Code This value uniquely identifies the vendor to the Archibus system. You can enter an abbreviated name, and then enter a complete company name in the Company Name field.

    Email Address

    		 If using email notifications to the vendor, make sure to enter a current email address that matches the corresponding record in the Users table, so that the vendor will receive email notifications.
    Vendor Type

    Select the vendor's type. Because you may interact with many types of vendors, the Vendors table includes this field so that the system can filter vendors according to role.

    For example, if you are using the Waste application, when you complete your waste transporters, the system writes this information to the Vendors table and automatically classifies this vendor as a waste transporter by setting Vendor Type to WstTr. Other vendor types include Service Provider, Maintenance Parts, and Energy.

    Review the list of types, and if the available values do not match your vendor, enter "All" for general use.
    Reservations generate Work Request? If you set this to Yes, a room / resource reservation that is associated with this vendor will generate two work requests for the vendor, one for setup work and one for cleanup work. You associate this vendor with a reservation, by assigning the vendor to a room arrangement type (for a room reservation), or to a resource standard (for a resource reservation.)
  4. Save your record.