Vendors represent a particular business that performs services. In Discovery, a Vendor has people associated with it (Vendor Contracts), as well as legal documents memorializing service agreements with the Vendor (Contracts).
Fields & Attributes
- 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).
- External Accounting Id: The Vendor's associated ID or Name in an external Accounting system.
- Invoice Type: This value determines the processing rules used for Vendor Invoices linked to this Vendor.
- Invoice Delivery Method: This value helps you determine what method of invoice gathering is available from this Vendor. Options include
- 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.
- Broker Email Address: Point of contact email address for the Vendor to work with 3rd party managers/brokers.
- Online Portal Url: A hyperlink to the Vendor's primary portal website. This may be a bill-pay portal or client reporting portal.
- Online Portal Accepts Payments: Boolean Yes/No to determine if the Vendor accepts payments online. Users find this to be a good indicator of a Vendor's ability to accurately record payments and scale disbursements to the Vendor using automated systems.
- Online Portal Can View Service Details: Boolean Yes/No to determine if the Vendor can share accurate service level details via their online portal.
- 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.
- 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.
- Manually Included Service Area Zip Codes: Override to indicate that a Vendor DOES perform service in a specific USPS zip code. This is a work in process feature.
- Excluded Service Area Zip Codes: Override to indicate that a Vendor DOES NOT perform service within a specific USPS zip code. This is a work in process feature.
- Service Area Zip Codes: A generated list of USPS zip codes that the Vendor DOES perform service within. These are accumulated from a variety of sources, including Location Addresses' with Services tied to this Vendor. This is a work in process feature.
- Attach New 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.
Service Type Offerings
If the Procurement Module is enabled, you may track what types of services a Vendor performs. This is useful when searching Discovery for new Vendors for specific types of services.
A CRM-styled (Customer Relationship Management) way of tracking the people who work at a vendor. There are numerous attributes that can be set on a Vendor Contact. Optionally, a single Vendor Contact may be set as the designated contact on a Vendor Account. This is often the Vendor Account Manager or some similar individual.