Help Center

You can use your Vendor Portal to start receiving registration for new vendors. to start the process, the vendor will need to provide basic information for you and your team to review.

Before the vendor can login, you must approve their record in the system under Contacts > Vendors > and Click on Registration. Once the vendor is approve he or she will receive an email alerting them they can login to the system.

You can also create vendors yourself and skip the registration process. The steps are the exact same, but you will need to send the Vendor a password reset once they are created in the platform or have them reset their password when they first login

Now that you have a Vendor, you can start assigning them tickets, projects, and purchase orders.

with your vendor created, you can start filling out more information, e.g, address. Some of the fields are required, but you can disable the requirement if desired.

If you want to track other vendor information that we don't by default, you can create Vendor Dyanmia Attributes to expand the vendor records. Attributes could be things such as Skill sets, ratings, years in business, preferred status, etc.

Each vendor can also have its own customized price list. The price list matters if you have predefined PO items that have different costs based on Vendor. The price list can auto-populate the price during PO creation and help automatically create a PO when specific items are purchased by your clients.

Vendoor agreements can help you keep track of your terms with each vendor. Often the agreement will associate with the same time span of the price list.

All vendor work starts with a purchase order. The purchase order lists the goods and service you need from the vendor.

Before you start creating POs, you will need to set up at least one office, template, and your Class/Group & Account structure.

A PO can be made of both custom items or from a pre-defined list of goods and services you purchase. The price of a PO item defaults to your set price but can vary based on the Vendors price list.

There is PO level approvals you can set if some users can only enter POs for certain goods and services. The user can enter the PO, but it can't be approved and sent to a vendor until fully approved internally. The approval process is all based on price levels.

Vendors can supply work by shipping goods, managing tickets, or adding hours to a project. It is up to you to determine when good and services a successfully delivered.

For goods, your can mark a PO as Work Received after the materials arrive. Marking a PO as fulfilled can automatically trigger a Invoice record or allow the customer to upload the Invoice to the portal.

You can find all tickets worked on by vendors and determine if the work is complete before reviewing an invoice with the customer.

Any hours to project must be approved in the approve time sheet section before those hours will count toward your project billings.

You don't need to do anything else if the Vendor is sending you goods/materials. But if you hired a vendor for hourly work or to work on specific tickets, you will have to assign the vendor in our system.

For tickets, a vendor can only be assigned to service tickets and only one at a time. The tickets will appear in the vendor portal and they will have the ability to upload files and set certain status. These will flow int your reports and tickets.

Vendor can also be assigned to projects and tasks. Vendors can add files and discussion to project tasks in vendor center. And if you are billing by hour, they can add their time to the timesheet and submit for approval. Only approved hours can be billed to the customer affect your porject metrics.

Paying a vendor requires either an Invoice record or having the the system auto generate an invoice record and a fulfilled PO.

Either you or the vendor can upload an invoice record. When a vendor supplies an invoice, you must first approve of the invoice by matching off against the PO; an invoice can entered below a PO value but never above the amount of good/services listed.

We do not process payments directly through our platform, but you can mark invoices as paid to make sure your vendor records are up to date.