Vendors Overview

Vendors represent entities or individuals with whom your organization conducts business. The Vendors module allows you to track critical, required information for reporting and tax purposes.

Vendor types: Types enable you to add a set of requirements to a vendor, and requirements allow you to indicate that certain procedural documentation or actions must be completed in order for vendors to be compliant with district policy.

• The Default vendor type is assigned to all existing and new vendors, but it may be changed by editing the Vendor Identifier.

• You can also edit the requirements linked to the Default vendor type to meet your specific needs.

• Note: The Default and Employee types cannot be deleted.

Vendor approval: WebSmart allows you to require that vendors be approved before they may be used, if that is your district policy. Vendor approval is NOT required. Click here for more information.

Set up & use vendors

1. Set up the vendor tables

• Vendor terms

• Vendor lists: To set users' access to a set of vendors.

• Vendor types: To add a set of requirements to a vendor.

• Rejection reasons: Used in the vendor approval process.

• Commodities : Used to group commodity item codes that are then linked to particular vendors to limit the available number of codes for that vendor.

2. Create vendor records

3. Mark requirements as fulfilled

• When not using vendor approval

• When using vendor approval

Other Vendor topics & functions

Using vendor approval — approve vendors, reject vendors, change rejected status or reason

Merging vendors

Return to Purchasing and Accounts Payable Overview