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
| Status | Resulting State |
|---|---|
| Active | non-terminal |
| Inactive | non-terminal |
Related Processes
The Vendor business process might create the following business processes: Not applicable
The Vendor business process might be created by the following business processes: Not applicable
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, select Save to create a record and keep it in editable mode, or select Submit if you are finished and ready to commit the record.
Note:
You must enter a value in all required fields (*) before you can save the form.- Go to the Company Workspace tab, and switch to User mode.
- In the left Navigator, select Company Logs, and then select Vendor.
- On the Vendor page, select Create. Refer to the tables below to complete the form. You can select Save at any time to create a record and keep it in editable mode.
- To add attachments, go to the Attachments tab, and select Attach Files
.
- After completing the form, select 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 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. |
| Average Vendor Evaluation Response | Read-Only | Indicates the performance rating currently calculated for the vendor |
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 |
| 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 |
| Editable | Email address |
Line Item Information
| Field Name | Access | Description |
|---|---|---|
| Line Item Status | Required | Select the applicable status. In Review is selected by default. |
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 |
| 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. |
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. |