Vendor

Vendor

Vendors are suppliers who sell services or products to an organization. AssetExplorer enables efficient tracking of products/services supplied by each vendor.

Role Required: SDAdmin; Users with Add/Edit/Delete Assets permissions.

Add Vendor Manually

  1. Go to Admin > Customization > Asset Management > Vendor.
  2. Click New.
  3. Provide the following details:
Attributes
Fields and Description
Vendor Details
Name: Enter the vendor's name.
Currency: Select the currency used to perform transactions with the vendor. You can add currencies using the % icon beside the drop-down.
Description: Briefly describe the products supplied and the services provided by the vendor.
Contact Person: Enter the point of contact with the vendor team.
Address
Provide the vendor's address by specifying the Door Number, Street, Landmark, City, Postal Code, State, and Country.
Contact Info
Provide the vendor's contact details such as E-mail, Phone, Fax, and Web URL
 
  1. Click Save or Save and Add New.
Import Vendors   
Import vendors to update details such as products/services associated and costs periodically in AssetExplorer. This will ensure that the cost of products is updated automatically while raising purchase orders to the vendors.

You can import vendors from CSV, XLS, or XLSX files. During import, you can add multiple new vendors or update the details of existing vendors.
  1. If the vendor name in the import file is not present in the application, a new vendor will be created with the details specified in the file.
  2. If the vendor name is present in the application, the vendor details and associations will be overwritten as specified in the import file.
You can further fine-tune how the imported data is processed while initiating the import process.
Prerequisites:

Ensure that vendor names are the same in the import file and application while updating the vendor details. If the vendor name is different, a new vendor will be created in the application.

Product Type, Service Type, and GL Code cannot be added during vendor import and must be added before adding a product or service.

If the maintenance or support vendor specified in the import file is not present in the application, the corresponding maintenance or support vendor details will be ignored during import.
 
On the vendor list view, use the drop-down beside the New button to use the import option. In the import wizard, you can set up the data import in three steps.

Step 1: Select File

Select the format of the file to be imported.

Choose how you want the imported data to be processed over the existing data. You can select one of the following options:

Option
Purpose
Usage
Add and update records
Add new records and update existing records, depending on whether the vendor name is present in the application.
Add new vendor details and update the existing vendor details in the application simultaneously.
Delete existing records and add new ones
Delete existing records in AssetExplorer and add the records present in the import file.
Replace all vendor details in the application with the latest data.
Ignore duplicate records
Ignore duplicated records in the import file (records where the vendor name is already present in the application) and add only the unique records present in the import file.
Add new vendor details without affecting the existing records in the application.
 
Choose the file to be imported from the device. You can use the sample file provided in the UI if needed. Download the sample file, add the vendor details to the relevant columns, and choose the file to be imported.

Click Next.

Step 2: Map Fields
AssetExplorer allows automatic mapping of fields between the import file and the fields in the application. The automatic mapping of fields depends on the file used to import details.
  1. Import via the sample file: Using the sample file provided in the application UI will automate the mapping process. The column names in the file and the fields in AssetExplorer will be automatically mapped during import.
  2. Import via Excel files: You can use your own Excel files containing the relevant data to import the data. However, users are required to map the fields manually while importing for the first time.
    1. Choose the time and date format in the import file.
    2. Map the columns in the file with vendor fields using the drop-down. Ensure that the mandatory fields such as Vendor Name and Currency are mapped to the relevant columns.
    3. You can also import the product or service details associated with the vendor. Note that you cannot import both vendor-product and vendor-service associations simultaneously.
    4. Click Import.
The mapping of fields will be personalized for the logged-in user. During the next import, mapping will be automated unless the column names are not modified in the import file.
Ensure the currency values in the import file do not contain currency codes but only the currency names. For example, you can use US Dollars, not US Dollars - USD.

Fields that can be imported:

Vendor fields
Name, Currency, E-mail, Country, Contact Person, City, mobile, Description, Web URL, Phone, Street, Door Number, Location, State, Fax, Landmark, Postal code
Product fields
Product Fields: Product Name, Product Type
Product-Vendor Association Fields: Price, Maintenance Vendor, Product Comments, Tax Rate (%), Product Warranty Years, Product Warranty Months
Service fields
Service Fields: Vendor Services Name, Service Type
Service-Vendor Association Fields: Cost, Support Vendor, Part No., GL Code, Service Comments, Tax Rate, Service Warranty Months, Service Warranty Years
 


The product and service details will be added or edited depending on the value in the Product Name and Service Name fields. If the product/service name exists in the application already, the details will be updated accordingly. Else, a new product/service will be created. You can update multiple product associations to a vendor during import. Add several rows in the import file with the same vendor name and different products. On importing the details, the products will be associated with the vendor in the application.  

While importing warranty details, if the number of months in the import file exceeds 11, the specific record will not be imported. 

Products of type Software cannot be created during import. 

Step 3: Import Status  

After the vendor details are imported, the results will be displayed to you where you can identify the total records added, records that were added successfully, and the records that failed. You can download the imported results and failed records to analyze the results in detail.

Click Finish to end the import process.  

View Import History  

Use Import History on the header to view the details of all the vendor import operations performed, grouped by date.

Edit/Delete Vendors

  1. Click beside a vendor name to edit or delete it.
  2. To bulk-delete, select the vendors and click on the toolbar.


Associate Product with Vendor

After saving the vendor details, you can associate the products supplied by the vendor from the vendor list view.
Products can be created under Admin > Customization > Asset Management > Product before they are associated with a vendor.
  1. Click a vendor name or % beside it to expand the vendor details.
  2. In the Product tab, click Associate Product.
  3. Provide the following information:
    1. Product: Select the product to associate with the vendor from the drop-down.
    2. Price: Enter the price of the product.
    3. Tax Rate (%): Provide the applicable tax rate.
    4. Warranty Period: Configure the applicable warranty period in years and months.
    5. Maintenance vendor: Select a maintenance vendor for the product.
    6. Comments: Add any additional information.
  4. Click Save or Save and Add New.

Associate Service with Vendor

In addition to vendor-product association, you can also associate services provided by the vendor from the vendor list view.
  1. Click a vendor name or % beside it to expand the vendor details.
  2. Go to the Service tab and click Associate Service.
  3. Provide the following information:
    1. Vendor Services: Select the service to associate with the vendor from the drop-down.
    2. Cost: Enter the cost of the service.
    3. Tax Rate (%): Enter the applicable tax rate.
    4. Service Period: Configure the applicable warranty period in years and months.
    5. Support Vendor: Select a support vendor for the service.
    6. Comments: Add any additional information.
  4. Click Save.


You can also create and associate services with vendors under Admin > Customization > Purchase Management > Vendor Services. Click here to learn more.

Edit/Delete Vendor Associations

  1. Click a vendor name or % beside it to expand the vendor details.
  2. Go to the Product or Service tab.
  3. Click beside the product or service name to edit or delete it.
  4. To bulk delete, select the products or services and click .

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