Vendor Business Process

Use the Vendor business process to create and manage the vendor directory, which might include General Contractors, Architects, Engineers, and so on. The Vendor records are used as pickers in many other business processes throughout the system.

Characteristics

This is a Company-level business process without a workflow, provided in the system template.

Record Statuses

Active

non-terminal status

Inactive

non-terminal status

Creating a Vendor Record

Create a Vendor record by navigating to Company Logs / Vendor on the Company Workspace tab, or from the Tasks log on the Company Workspace or Home tab.

Complete the Vendor form and attach related documents, if needed. After completing the form, click Save to create a record and keep it in editable mode, or click Submit if you are done and ready to commit the record.

Note: You must enter a value in all required fields (*) before you can save the form.

  1. Go to the Company Workspace tab and switch to User mode.
  2. In the left Navigator, select Company Logs, and then select Vendor.
  3. On the Vendor page, click Create. Refer to the tables below to complete the form. You can click Save at any time to create a record and keep it in editable mode.
  4. To add attachments, click Attach Files on the Attachments tab.
  5. After completing the form, click Submit.

Completing the Vendor Form

Key Information

Important information about this vendor

Field Name

Access

Description

Vendor Name

Required

This field is unique at the company level. The name or nickname for this vendor. This field must be unique to each vendor. This name will be the primary way this company is identified in the system.

Vendor ID

Editable

If Unifier Essentials is integrated with an external system, this field contains the ID that corresponds to the vendor in the external system. Populates based on the selected Vendor. If not integrated with an external system, leave blank.

Primary Vendor Type

Editable

The primary vendor type for the vendor

Additional Vendor Type(s)

Editable

Any additional vendor types for this vendor

Primary Discipline

Editable

The vendor primary discipline, specialty, or area

Additional Discipline(s)

Editable

Vendor additional disciplines

Pre-qualified

Editable

Indicates whether the vendor is eligible to be included in the new bids

Status

Required

Record status

Vendor Shell Classification

Required

Indicates the projects where this Vendor can be used. Classifying the vendor ensures they are only used in projects of the same type, such as Production, Testing, Training, and so on.

Description

Enter a description of this vendor. Include any terms that might help users search for the vendor in the future.

Field Name

Access

Description

Vendor Tags / Keywords / Search Terms

Editable

Description about the vendor that can be used for searching or filtering. You can expand this field as needed.

Primary Address

Primary address of the vendor. This address might be used in formal documents, such as contracts or change orders. It will also be used as the default address for any contacts added to the Additional Contacts tab. Additional addresses for this vendor should be added to the Additional Addresses tab.

Field Name

Access

Description

Address

Required

The street address, P.O. box, apartment, suite, unit, building, floor, and so on. Do not include the contact name.

City

Required

City

Country

Required

Country

State/Province

Required

The state or province

Zip/Postal Code

Required

ZIP Code or postal code

State/Province - Other

Editable

If selecting a country without defined states, provinces, or regions, this field provides additional information.

Phone

Editable

Phone number

Fax

Editable

Fax number

Email

Editable

Email address

Vendor website

Editable

The URL to the vendor website

Primary Contact

Primary contact for this vendor. Additional contacts can be added to the Additional Contacts tab.

Field Name

Access

Description

Vendor Contact First Name

Editable

First name of the main vendor contact

Vendor Contact Last Name

Editable

Last name of the main vendor contact

Vendor Contact Phone

Editable

Phone number of the main vendor contact

Vendor Contact Email

Editable

Contact email address for the vendor

Primary Insurance

Provide information about the vendor's insurance, and attach any relevant documents to this record. For information about multiple insurance policies, use the Additional Insurance tab.

Field Name

Access

Description

Insurance Provider

Editable

Insurance provider of the primary insurance

Policy Expiration Date

Editable

Expiration date for the primary insurance

Policy Number

Editable

Insurance policy number

Indemnification Amount

Editable

Indemnification amount of the primary insurance

Vendor Identification

Provide information to identify the vendor more extensively (optional). This information might be used for reports, printouts, and integrations.

Field Name

Access

Description

Legal Vendor Name

Editable

The full legal business name for the vendor, if it is different from the vendor name. The name might be useful for vendors with a name longer than 50 characters. The system uses the name on any formal custom prints of records.

Tax ID

Editable

Tax ID of the vendor

Employer Identification Number (EIN)

Editable

The Employer Identification Number (EIN) is also known as the Federal Tax Identification Number, and it is used to identify a business entity.

DUNS Number

Editable

The Dun & Bradstreet DUNS Number is a unique nine-digit identifier for businesses.

Reference ID

Editable

Reference ID of the vendor

License No

Editable

License number of this vendor

Business Structure

Editable

The vendor business structure

Parent Vendor

Editable

If applicable, the name of vendor parent company

Unifier User

Use this block to specify whether this Vendor is a user of the system.

Field Name

Access

Description

Vendor a Unifier User?

Required

Indicates whether or not the vendor should be CCed when the contract is approved. CCing the vendor allows the vendor to see the contract, with some restrictions, as well as to access the contract when creating Change Orders, Payment Applications, or other business processes.

Vendor User

Editable

Indicates whether the vendor is a user in the system

Vendor User Email

Read-Only

Email address of the vendor user, if the person is a user in the system

Business Classification and Designations

Business Classification and Designations for this vendor. If you must add designations that are not listed, contact your administrator.

Field Name

Access

Description

Designations

Editable

Special designations applicable to this business

Certificate Number(s)

Editable

The certificate numbers for the designations of this vendor

Expiration Date

Editable

The earliest expiration date of the vendor certificates. The date might be used for notification

Remarks

Add any additional remarks, comments, or observations that you want to store about this vendor. You can also use comments to track this information.

Field Name

Access

Description

Remarks

Editable

Any additional comments about this vendor

Record Information

Field Name

Access

Description

Record Number

Read-Only

System-assigned record number

Creator

Read-Only

Creator of this record

Record Last Update Date

Read-Only

Date that the record was last updated

Creation Date

Read-Only

Date that the record was created

Business Process Record URL

Read-Only

A shareable link to this record, for anyone with the necessary permissions

Logo

Vendor's logo image, which can be pulled on to prints and reports if desired.

Field Name

Access

Description

Logo Image

Editable

The vendor business logo

Location/Mapping

Used for viewing vendors on a map by primary address.

Field Name

Access

Description

Latitude

Editable

The latitude of an area

Longitude

Editable

The longitude of an area

Address Code

Read-Only

 

Electronic Bidding Information

The information below is used in the bidding module.

Field Name

Access

Description

Contact Company

Read-Only

 

Bidder First Name

Editable

First name of the primary contact for bidding

Bidder Last Name

Editable

Last name of the primary contact for bidding

Bidder Email

Editable

Email address of the bidder. This will be used when inviting this Vendor to bids.

Contact Language

Editable

 

Date Format

Editable

 

Time Zone

Editable

 

Custom Fields

The Vendor Custom Fields block is reserved for future use for your organization.

Field Name

Access

Description

Vendors Text 255 UDF 1

Disabled

Reserved for future use by your organization

Vendors Text 255 UDF 2

Disabled

Reserved for future use by your organization

Vendors Text 255 UDF 3

Disabled

Reserved for future use by your organization

Vendors Picker UDF 1

Disabled

Reserved for future use by your organization

Vendors Picker UDF 2

Disabled

Reserved for future use by your organization

Consolidating Line Items

Vendor line items can be consolidated from the following business processes: Vendors

Completing the Additional Addresses tab

Additional Addresses

Use this form to add additional addresses for this vendor.

Field Name

Access

Description

Address Type

Required

The address classification for additional vendor addresses

Site Name

Required

Name for this additional address

Address

Required

The street address, P.O. box, apartment, suite, unit, building, floor, and so on. Do not include the contact name.

City

Required

City

Country

Required

Country

State/Province

Required

The state or province

Zip/Postal Code

Required

ZIP Code or postal code

State/Province - Other

Editable

If selecting a country without defined states, provinces, or regions, this field provides additional information.

Phone

Editable

Phone number

Fax

Editable

Fax number

Email

Editable

Email address

Line Item Information

Field Name

Access

Description

Line Item Status

Required

Select the applicable status. In Review is selected by default.

Additional Information

The Vendor Additional Addresses Additional Information block is reserved for future use by your organization.

Field Name

Access

Description

Vendor Address UDF 1

Disabled

Reserved for future use by your organization

Vendor Address UDF 2

Disabled

Reserved for future use by your organization

Completing the Additional Contacts tab

Key Information

Field Name

Access

Description

Vendor Contact First Name

Required

First name of the main vendor contact

Vendor Contact Last Name

Required

Last name of the main vendor contact

Line Item Status

Editable

Select the applicable status. In Review is selected by default.

Contact Information

Field Name

Access

Description

Title

Editable

Title of the record

Email

Editable

Email address

Work Phone

Editable

 

Mobile Phone

Editable

 

Home Phone

Editable

 

Address

Field Name

Access

Description

Address

Editable

The street address, P.O. box, apartment, suite, unit, building, floor, and so on. Do not include the contact's name.

City

Editable

City

Country

Editable

Country

State/Province

Editable

The state or province

Zip/Postal Code

Editable

ZIP Code or postal code

State/Province - Other

Editable

If selecting a country without defined states, provinces, or regions, this field provides additional information.

Additional Information

The Vendor Additional Contacts Additional Information block is reserved for future use by your organization.

Field Name

Access

Description

Vendor Contact UDF 1

Disabled

Reserved for future use by your organization

Vendor Contact UDF 2

Disabled

Reserved for future use by your organization

Completing the Additional Insurance tab

Key Information

Additional insurance details below. Attach related documentation related to each item.

Field Name

Access

Description

Insurance Provider

Required

The insurance provider of the primary insurance

Policy Number

Required

The insurance policy number

Policy Effective Date

Editable

The effective date of the policy for the primary insurance

Policy Expiration Date

Editable

The expiration date for the primary insurance

Indemnification Amount

Editable

The indemnification amount of the primary insurance

Policy Type

Editable

The insurance policy type

Remarks

Insurance-specific notes

Field Name

Access

Description

Remarks

Editable

Any additional comments about this vendor

Line Item Information

Field Name

Access

Description

Line Item Status

Editable

Select the applicable status. Active is selected by default.



Last Published Monday, April 14, 2025