Asset Manager Essentials

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Vendor management

Use the Vendors workspace to maintain details about the vendors you use and to monitor their performance. You can also look up assets, purchase orders, and contracts by associated vendor. Users with the Procurement Manager and Contract Manager roles (as well as Asset Administrator and Asset Manager roles) have access to the Vendors workspace.

Users with a relevant manager role must create new vendors here before they're available for associating with asset records in the Hardware Assets workspace or with new purchase orders in the Purchase Order workspace.
Only Asset Administrators can create new vendors directly in those workspaces if needed, which then become part of the vendors list in the Vendors workspace.

To create a vendor:

1.Open the Vendors workspace and click New.

2.In the Type drop-down list, select whether the vendor is Internal or External.

3.Type a Name for the vendor, then complete the remaining fields as required with the appropriate information about the vendor.

4.Enter the Fiscal Year End for the vendor.
This field automatically updates at the end of the vendor's fiscal year for the following year. Knowing when a vendor's fiscal year ends can help with your negotiations as a vendor looks to meet their sales margins for the year end. Saved searches are available from the Favorite Searches drop-down to identify which vendors are approaching the end of their fiscal year.

5.If the vendor supplies items or services that are critical to your business, select the Strategic Vendor check box so that a appears alongside its name in the vendors list. You can also filter for strategic vendors.

6.Complete the associated tabs as needed:

Contact Details – Record details for how to contact the vendor, including the Primary Contact if required. Existing primary contacts are pulled from the External Contracts workspace. If you create a new one here, it will then appear in the External Contacts workspace as well.

Contacts – Add another external contact for this vendor, or internal contact in your organization that may be relevant for this record. In either case, the selected person appears in the Contact column, along with their phone and email details.

Typically, a contact is either an external person or an employee who currently exists in your system, having been imported from your primary data source. If you add a new contact here, that individual will now be added to the External Contact or Employee workspace respectively. If your system is integrated with Ivanti Service Manager, see the Ivanti Service Manager Admin Online Help available at https://help.ivanti.com for details about adding names to either workspace.

Catalog Items – Lists items in the Product Catalog currently associated with this vendor. Select an item and click Go To to open that record in the Product Catalog workspace, where this vendor will appear under the Approved Vendors tab.

Assets – Link asset records from the Hardware Assets workspace that are associated with this vendor.

Purchase Orders – Lists any purchase orders currently associated with this vendor. Select an order and click Go To to open that record in the Purchase Orders workspace.

Contracts – Lists any contracts currently associated with this vendor. Select a contract and click Go To to open that record in the Contracts workspace.

Performance – Shows this vendor's overall performance, based on a calculated average of all purchase-order scorecards created for this vendor.

Scorecards – Lists all of the purchase-order scorecards associated with this vendor that have been created in the Purchase Orders workspace. For details, see the section below.

Journal – Add any relevant notes to this record.

Attachments – Attach a document to this record, or add a URL link to a relevant website. URLs must include the https:// prefix.

Audit History – Automatically tracks any changes made to key attributes of this record.

7.Click Save.

Vendor performance and scorecards

Purchase orders give you the opportunity to add a vendor scorecard, where you can record the vendor's performance each time you interact.

For each of the provided categories, you can specify how the vendor has performed. Asset Manager Essentials then converts these ratings to a number (Very Good = 5, Good = 4, Acceptable = 3, Poor = 2, and Very Poor = 1) and calculates the average to give the vendor an Overall Performance score. If a category is not relevant, select N/A to exclude the score.

These scorecards are averaged to give the values that appear on the Performance tab of the vendor's record.

To add a vendor scorecard:

1.In the Purchase Orders workspace, open the appropriate purchase order and click the Vendor Scorecards tab.

2.Click New Record Menu and use the drop-downs to rate the vendor on their Communication, Reliability, Quality, Customer Service, and Pricing.

3.Type any Comments, then click Save.
The scorecard is added to this record and also to the Vendors workspace > Scorecards tab for the vendor.


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