Vendor Setup

The Vendor Setup screen is part of the Inventory Management system.  This screen allows you to define the names and contacts for your vendors, the specific products they offer that your hospital uses, and any contracts you have with them.  This information then becomes available to the product screens and the purchase order screens when creating new products or reordering inventory.

Vendor Search

The top of this screen is the Vendor Search section.  You can search for the vendors by their business name or contact information.  You can also search for vendors based on the specific products they are linked to.

Vendor List

After searching for a vendor, a product or product line, or the last purchase orders made, vendors will appear on the Vendor List.  

Click on the Vendor Name to open up the Vendor Information screen.

Add vendor

To add a new vendor, click on the Add vendor button.  A partial Vendor Information screen will load.  Add in the Vendor name at a minimum and then click on the Save button.  The rest of the Vendor Information screen will load after the initial save.

Vendor Information

The Vendor Information tab has a small card at the top which contains the primary contact information for your vendor, and then a series of three subtabs that have the vendor details and contact info, product links, and contract setup, respectively.

Vendor Tab

The Vendor tab contains the vendor details and contact information.

Vendor Details is where you can add in any additional information about the vendor - the account number that your organization has with them, their tax ID, the point of contact for a contract, an E-PO interface number, and whether they allowed to use a credit card or P-card for your organization.

The Contact Info tab allows you to add additional contacts for the organization, such as the sales representative or the person to contact for any shipping issues.

One of each type of contact information can be set as the Primary. This causes it to appear on the vendor information card at the top of the screen.

Click on the Add Contact button to load another contact information row.

Products Tab

This tab displays any links that were associated with this vendor from the Product Setup screen.  Note that new product links are not established on this tab, only displayed, but products can be linked to a vendor using the Contract tab if the product will be associated with a contract.  

Click on the Product Name to open that product directly in this tab, or use CTRL+Click to open the product screen in a new tab.

Contracts Tab

The Contracts Tab displays any contracts that have been set up with the vendor.  You must make the contracts for the vendor on this screen before they become available on the Product Setup screen.

Click on the Add Contract button to create a new contract.

A small window will appear for you to enter in the contract information.

Contracts should have a defined start date and end date.  Once a contract has officially expired, it is no longer available to add to products.

For vendors with multiple contracts, use the Up and Down buttons to sort them in order of priority.  Expired contracts can be safely sorted to the bottom of the list.

Click on the contract name to view all the products that are associated with the contract.

To add a new product to the contract, click on Add Contract Product.  A window will open for you to add the information.  (The product must already be set up under Product Setup to establish this link.)