Vendors

Vendors Module

The Vendors module is designed to manage all vendors associated with your organization. It provides functionality for adding, editing, viewing, and exporting vendor details. Vendors can be linked to projects, making it easier to manage collaborations and resources effectively.

2. Features of the Vendors Module

Vendor List

• Displays all vendors in a tabular format with the following columns:
  • Primary Contact Name: The main point of contact for the vendor.
  • Company Name: The vendor’s business name.
  • Email: The email address of the vendor.
  • Phone: Contact number for the vendor.
  • Action: Options to view, edit, or delete vendor details.
• Includes sorting and filtering options for easier navigation.
• Bulk actions for managing multiple vendors at once.

Add Vendor

The Add Vendor feature allows users to create new vendor profiles with the following details:

• Account Details:
  • Primary Contact Name (Required): The main person to contact at the vendor.
  • Company Name: The vendor’s business name.
  • Email: Vendor’s email address for communication.
  • Phone: Vendor’s contact number.
• Other Details:
  • Official Website: Vendor’s website URL.
  • Opening Balance: Any outstanding balance to be recorded.
  • Currency: The currency used for transactions.
• Address:
  • Billing Address: Vendor’s billing address.
  • Shipping Address: Address for shipping items, if applicable.

Export Vendors

The Export Vendors feature allows you to download the vendor list in various formats (e.g., CSV, Excel) for reporting or backup purposes.

3. Step-by-Step Instructions

Adding a Vendor

1. Navigate to the Vendors module.
2. Click the + Add Vendor button.
3. Fill out the required and optional fields in the form:
   • Primary Contact Name: Required.
   • Company Name: Optional.
   • Email: Optional but recommended for communication.
   • Phone: Optional.
4. Enter address details in the Billing Address and Shipping Address fields.
5. Click Save to add the vendor, or Save & Add More to add additional vendors.

Viewing a Vendor

1. Find the vendor in the list using filters or search.
2. Click the View button in the Action column to see the vendor’s full details.

Editing a Vendor

1. Click the View button for the vendor you want to edit.
2. Modify the necessary details in the form.
3. Click Save to apply the changes.

Deleting a Vendor

1. Locate the vendor in the list.
2. Click the Delete button in the Action column.
3. Confirm the deletion when prompted.

Exporting Vendors

1. Click the Export button in the Vendor list.
2. Choose the desired file format (e.g., CSV, Excel).
3. Save the exported file to your device.

4. Best Practices

• Ensure vendor information is updated regularly to maintain accuracy.
• Use the Export feature frequently to create backups of vendor data.
• Provide as much detail as possible when adding a new vendor to improve reporting and tracking.

5. Troubleshooting

Issue: Unable to Add Vendor

Ensure all required fields are filled in (e.g., Primary Contact Name). Verify that the email address entered is in a valid format.

Issue: Export Not Working

Check your internet connection. Ensure that pop-ups are enabled in your browser for the application.

6. FAQ

Q: Can I assign vendors to specific projects?

A: Yes, vendors can be linked to projects during project creation or editing.

Q: Is there a limit to the number of vendors I can add?

A: No, there is no limit to the number of vendors you can add.

Q: Can I import vendors from another system?

A: The system currently supports manual addition or export for backup. Import functionality depends on system integrations.