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Entering Vendors

Many ARCHIBUS applications --- including Reservations, Project Management, Waste Management, Service Desk, On Demand Work, and Compliance Management -- track the vendors with whom you interact to run your facility. For example, you may order supplies from vendors, employ vendors as contractors and assign work to them, or send vendors projects to bid on.

Since vendors need to receive email notification and be notified of status changes in the workflow, be sure to enter an email address.

Note: Business process owners can add new vendors to the Users table and assign vendor-related processes to these users. For this reason, make sure to notify your business process owner any time that you add a new vendor.

Note: To include the vendor in email notification, verify that the Email Address in the Vendors table is the same as the corresponding record in the ARCHIBUS Users table. For information, see "ARCHIBUS Configuration Options" in ARCHIBUS System Management Help.

To add or edit a vendor:

  1. In the Process Navigator, 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 the Add New button to add a new vendor.
  3. Enter as much of the vendor's data as possible, including Email Address, Phone Number, and Fax Number values. 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.
  4. Complete the Vendor Type field. 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 Management 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.
  5. Click the Save button.

Note: For the Reservations application, you can set the Reservations Generate Work Request field. If you set this to Yes, the system will generate work requests for this vendor. 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