Vendors

What is a Vendor

Vendors in Discovery denote specific businesses engaged in waste and/or recycling Services. Within Discovery, a Vendor encompasses associated individuals (Contacts) and legal documents that formalize service agreements (Vendor Contracts) with the Vendor entity.

How do I?

• How do I find a Vendor?
• How do I create a Vendor?
• How do I create a Vendor account?
• Vendor Contacts

Vendor Components

• Name: The name of the Vendor. If you are creating a new Vendor, try to use their formal legal name (often found on an Invoice or Contract).
• Service Offerings: The varieties of service performed by this vendor.
• GPS Tracking on Trucks?:Boolean Yes/No to determine if the Vendor uses fleet management systems. Users find this to be a good indicator of the Vendor's ability to provide real-time data about service ETAs, etc.
• General Email Address, Phone #, Fax Phone #: General contact information for the Vendor. This may be shown elsewhere alongside the Vendor, such as in an Incident related to this Vendor.
• Check Remittance Address: USPS qualified address representing the best remittance address to send payments to.
• Legal Mailing Address: The vendor's preferred mailing address for any legal correspondence, including Certified Mail. Typically used in the Vendor Operations Vendor Contract Cancellation of Auto Renewal process.
• Default Payment Terms: When creating a vendor contract, once this vendor is selected, the 'Payment Days until Remittance' field will be pre-filled from the vendor's default payment terms.
• External Accounting Id: Links the Vendor to a vendor in your accounting system. Choose it from the list. The list comes from Settings → Accounting → Integration → Vendors:
  • QuickBooks Online: the list is pulled from QuickBooks. If a vendor is missing, click Refresh Vendors on that tab (the button only appears while Discovery is connected to QuickBooks).
  • QuickBooks Desktop: add the vendor on that tab by hand, using its name exactly as it appears in QuickBooks Desktop.
• Vendor invoices can’t be posted to your accounting system until this is set. With QuickBooks Online, posting also fails if the vendor has since been removed from QuickBooks. To set this on many vendors at once, see Bulk Updating Vendors.
• External Reference Id: The vendor's existing reference label from another database or system
• Work Order Request Email Addresses: Works orders sent from Discovery will be emailed to these email addresses.  Up to 10 unique email addresses can be stored.
• Incident Notification Email Addresses:  Incident notifications sent from Discovery will be emailed to these email addresses.  Up to 10 unique email addresses can be stored.
• Credit Request Email Addresses: Addresses for future Vendor Credit Requests. Discovery stores them on the vendor; nothing is emailed from this field yet. Up to 10 unique email addresses can be stored.
• Physical Address: USPS qualified address representing the best approximation of the Vendor's primary office. For example, this could be the dispatch office where hauling trucks are parked.
• Certificate of Insurance (COI): Allows a user to add a new Certificate of Insurance to the Vendor, along with a date that the COI is valid through. Useful to track COIs by Vendor and know which Vendors need to supply new COIs.

If you have additional questions or need more in depth information, please feel free to send us a message using the help beacon in the lower right-hand corner.