Vendors

Complete the following sections and fields:

1. The Summary section contains basic information about the vendor. Complete the remaining fields in the Summary section:

   Field	Description
   Summary section
   Name	Enter vendor name. If you selected a company from the Contacts > Companies app in the Company field, this field will be pre-filled.
   Number	Optionally enter a number for the vendor record. This may be a reference number from another system, such as your accounting software.
   Type	Select a type of vendor. Note This lookup list is managed in the Configuration app. Refer to Lookups.
   Status	Select one of the following options to indicate your review status for the vendor: Inactive Pending Review Active Approved Note This lookup list is managed in the Configuration app. Refer to Lookups.
   Approved Date	Enter the date the vendor was approved for contract awards or use on projects.
   Approved Limit	The total amount the vendor is approved for.
   License Numbers / License Classifications	The numbers and classifications from the items listed for this vendor in the Licenses section appear here.
   CSI Codes	Optionally, select the CSI Codes which represent the type of work the vendor performs. Note This list is managed in the CSI Codes app. Refer to CSI Codes.
   Locations	Optionally, select the locations that the vendor does business in. Only locations with a type of "Region" or "Municipality" will be available on the selection list. The locations you are using must be at the domain, project or partition level you are currently in to appear on the selection list. That is, if you are entering a vendor at the root domain level, the locations must also be at the root domain level to be available for selection here. Similarly, if you are entering a vendor at the project or partition level, the locations with the type of "Region" or "Municipality" must be added to the Locations app at the same project or partition level to be available for selection here. Domain level locations are not automatically available at the project or partition level, they must be selected by using the Use Domain Locations action in the Locations app. Refer to Use Domain Locations.
   Score	If you are using a prequalification process with a numeric scoring system, optionally enter that score here.
   Prequalified	Select this check box to indicate that the vendor is prequalified.
   Preferred	Select this check box to indicate that the vendor is a preferred vendor.
   Last Updated	Manually enter a last updated date for the vendor profile.
   Overview	Enter a summary of information regarding the services the vendor offers.
   Notes	Enter any internal notes about the vendor.

2. The Services section contains information about the services the vendor performs. Select the appropriate values for the following fields:

   • Typical Services - The typical services provided by the vendor.

   • Specialty Services - Additional specialty services provided by the vendor.

   The values available in the selection list are set up in the Classifications app.  Refer to Add a new classification.

3. The Company section contains more detailed information about the company including the address. Complete the following fields:

   Field	Description
   Company section
   Legal Name	Enter the full legal name of the vendor.
   DBA	Enter the DBA (Doing Business As) name of the vendor.
   Business Entity Type	Select a type of vendor (e.g., Corporation, LLC, etc.). Note The lookup values for the vendor Business Entity Type are managed in the Configuration application for the Vendors app.
   Business Entity Label	Optionally, enter additional text to describe the legal business entity. This text could be used when generating contract documents (e.g., "a California Corporation").
   Company Office	If you selected a Company record from the Contacts > Company app in the Company field above, this field will contain a list of offices from that record. Select the appropriate office, typically this will be the Primary Office.
   Company Address / Phone / Fax / Email / Website	Enter the information into the appropriate fields.
   Government ID	Enter the Federal or other appropriate government issued ID number for the company.
   DUNS Number	Optionally, enter the Dun & Bradstreet number for the company.
   PO Delivery Method	Select the appropriate PO delivery method for the vendor. Note This lookup list is managed in the Configuration app. Refer to Lookups.

4. In the Contact section, select or enter the primary contact for the vendor.

   If you selected a Company record from the Contacts > Company app in the Company field above, the Contact field will contain a list of contacts from that record to choose from. If there are no contacts to choose from, enter in the contact's name, email address and phone number.

5. In the Billing section, select or enter the Remit Contact, the primary billing contact for the vendor.

   If you selected a Company record from the Contacts > Company app in the Company field above, the Remit Contact field will contain a list of contacts from that record to choose from. If there are no contacts to choose from, enter in the contact's name, email address and phone number.

   If you selected a Company record from the Contacts > Company app in the Company field above, the Remit Office field will contain a list of offices from that record. Select the appropriate office, typically this will be the Primary Office. If there are no offices to choose from, enter in the address information and complete the remaining fields.

   Select the appropriate Payment Terms. This lookup list is managed in the Configuration application for the Vendors app.

These sections allow you to track information on the certifications, license, insurances, and bonds that your vendors carry, including expiration dates. Each section is optional.

1. The Certifications section is for tracking permits and certifications such as Small-Business designations, Woman-Owned Business, Disabled Veteran-Owned Business designations, etc.

   Certifications can be created in the Vendor > Certifications app by a domain administrator and selected here, or you can enter the information manually. For more information on setting up certifications, refer to Vendor Certifications.

   To add or update a certification record, ensure that you are in edit mode and click Insert to add a new line. Complete the following fields for each certification you are tracking:

   Field Name	Description
   Certification	If available, select the appropriate certification from the list. Certifications are managed in the Vendor > Certifications app. Selecting a certification will automatically complete the Jurisdiction, Issuing Agency, Type, and Classification fields. You will need to manually enter in the Reference Number, Issued Date, and Expiration Date.
   Jurisdiction	Select the appropriate jurisdiction from the list. Jurisdictions are set up in the Locations app. Refer to Set up Jurisdictions.
   Issuing Agency	Enter the appropriate Issuing Agency, the agency that issues or authorizes the certification.
   Type	Enter the appropriate certification type. This typically references the program that the certification is a part of, as defined by the Issuing Agency.
   Classification	Enter the certification abbreviation, e.g., DBE, SBE, WBE, etc.
   Reference Number	Enter the reference number issued to the vendor for this certification.
   Issued Date	Enter the date the certification was issued.
   Expiration Date	Enter the date the certification expires.
   The following fields are available in the detail view of the Certification. Select the Expand icon to view the detail.
   URL/Link	This field can contain a link to the issuing agency's description of the certification, or directly to a copy of the certification or permit.
   Notes	Enter any internal notes about this certification.
   References	Select Upload to upload a copy of the certification document, or select Add Kahua Doc to add a file previously uploaded to Kahua.

2. The Licenses section is for tracking the licenses that the vendor holds. Licenses are created in the Vendor > Classifications app by a domain administrator and selected here. For more information on setting up classifications, refer to Vendor Classifications.

   To add or update a license record, ensure that you are in edit mode and click Insert to add a new line. Complete the following fields for each license you are tracking:

   Field Name	Description
   Type	Select the license type for the license. This may be a list of issuing agencies for licenses, or some other categorization. The lookup list for this field is managed in the Vendor app configuration. For more information, refer to Set up License Types.
   Jurisdiction	Select the appropriate jurisdiction from the list. Jurisdictions are set up in the Locations app. Refer to Set up Jurisdictions.
   Classification	Select the license from the drop-down list. For more information on setting up licenses, refer to Vendor Classifications.
   Number	Enter the license number.
   Effective Date	Enter the effective date for the license.
   Expiration Date	Enter the date the license expires.
   The following fields are available in the detail view of the Certification. Select the Expand icon to view the detail.
   Notes	Enter any internal notes about this license.
   References	Select Upload to upload a copy of the license document, or select Add Kahua Doc to add a file previously uploaded to Kahua.

3. The Insurance section is for tracking the insurance policies that the vendor holds. Licenses are created in the Vendor > Classifications app by a domain administrator and selected here. For more information on setting up classifications, refer to Vendor Classifications.

   To add or update an insurance record, ensure that you are in edit mode and click Insert to add a new line. Complete the following fields for each license you are tracking:

   Field Name	Description
   COI Required
   Type	Select the type of insurance. The application includes a list of common insurance types, but the list can be modified. The lookup list for this field is managed in the Vendor app configuration.
   Jurisdiction	Select the appropriate jurisdiction from the list. Jurisdictions are set up in the Locations app. Refer to Set up Jurisdictions.
   Issued By	Enter the name of the company that issued the policy.
   Number	Enter the insurance policy number.
   Effective Date	Enter the effective date for the insurance.
   Expiration Date	Enter the date the insurance expires.
   Aggregate Limit	Enter the aggregate limit amount.
   Per Project Limit	Enter the per project limit amount.
   Available Amount
   The following fields are available in the detail view of the license. Select the Expand icon to view the detail.
   Notes	Enter any internal notes about this insurance.
   References	Select Upload to upload the insurance certificate, or select Add Kahua Doc to add a file previously uploaded to Kahua.

4. The Bonds section is for tracking information on the bonds for the vendor. Licenses are created in the Vendor > Classifications app by a domain administrator and selected here. For more information on setting up classifications, refer to Vendor Classifications.

   To add or update a bond record, ensure that you are in edit mode and click Insert to add a new line. Complete the following fields for each bond that you are tracking:

   Field Name	Description
   Type	Select the type of bond. The application includes a list of common insurance types, but the list can be modified. Note This lookup list is managed in the Configuration app. Refer to Lookups.
   Jurisdiction	Select the appropriate jurisdiction from the list. Jurisdictions are set up in the Locations app. Refer to Set up Jurisdictions.
   Issued By	Enter the name of the surety company that issued the bond.
   Number	Enter the bond policy number.
   Effective Date	Enter the effective date for the bond.
   Expiration Date	Enter the date the bond expires.
   Aggregate Limit	Enter the bond amount for all projects.
   Per Project Limit	Enter the bond amount for a single project.
   Available Amount
   The following fields are available in the detail view of the license. Select the Expand icon to view the detail.
   Notes	Enter any internal notes about this bond.
   References	Select Upload to upload a copy of the bond document, or select Add Kahua Doc to add a file previously uploaded to Kahua.

The Vendor Comments and References sections allow you to capture additional information about the vendor. Some types of additional information you may want to upload would include pre-qualification forms, multi-coverage insurance policies, financial statements, etc.

To add a new comment, type your comment in the New Comment line. When you save the record, your comment will be saved with your name, your company name, and the date and time the comment was saved.

To add a document in the references section, select Upload or Add Composite to add a new document. Select Add Kahua Doc to link to a file that has already been uploaded to Kahua.