Vendor Management

All Active Vendors allows you to add, view, and edit the suppliers and external partners your company works with. Keeping vendor records up to date ensures accurate purchasing, inventory sourcing, and contact management across your Elecate system.

The Vendor Entry form is organized into three tabs:

• Contact Information — mailing address, phones, email, and additional contacts
• Purchasing — financial and purchasing details
• Vendor Contract Relationship — electronic purchasing and contract data
  
  

Navigation

1. On the left side panel, go to Data Items
2. Click on Vendor Management in the drop-down list
3. Click on Vendor Management – All Active Vendors

Field Definitions

Tab – Contact Information

Vendor Photo / Logo

Field	What It Is	Format	Notes
Photo / Logo	Image representing the vendor	.jpg or .png, max 5 MB	Optional. Upload with the ↑ button; delete with the 🗑 icon

Vendor Contact Info

Field	What It Is	Format	Notes
ID	Unique identifier auto-assigned to the vendor record	Integer (read-only)	Auto-generated; cannot be edited
Vendor	Official name of the vendor or supplier	Text, max 50 characters	Required. Use the official business name
Is Active	Indicates whether this vendor is currently active	Toggle (ON = active / red; OFF = inactive)	Default: ON. Deactivate instead of deleting to preserve history
Contact	Primary contact person at the vendor	Text, max 30 characters	The individual to reach for orders or inquiries
Address	Street address of the vendor	Two text lines	Line 1 for street, Line 2 for suite/unit
City	City of the vendor's address	Text
State	State of the vendor's address	Text (abbreviation)	e.g., MD, TX, CA
Country	Country of the vendor's address	Dropdown	Default: USA
Zip Code	Postal code of the vendor's address	Text with search 🔍

Phones & Email

Field	What It Is	Format	Notes
Office or Primary Phone	Vendor's main business phone	(__) -	Primary contact number
Ext	Phone extension	Numeric	Optional
Mobile	Vendor contact's mobile number	(__) -	Optional
Home	Vendor contact's home phone	(__) -	Optional
Fax	Vendor's fax number	(__) -	Optional
Email	Vendor's primary email address	Email format	Used for purchase order communications
Website	Vendor's website URL	Must include http:// or https://	Optional

Additional Vendor Contacts

Field	What It Is	Format	Notes
Contact 2	Name and role of a secondary contact	Text + dropdown	Optional. Use for backup contacts or alternate departments
Contact 3	Name and role of a third contact	Text + dropdown	Optional

 

Tab Purchasing

Vendor Purchasing Information

Field	What It Is	Format	Notes
Vendor ID	System-assigned purchasing ID (same as Contact Info ID)	Integer (read-only)	Auto-generated
EIN# or VAT#	Vendor's Federal Tax ID or VAT number	Text	Required for tax and compliance purposes
Type Of Vendor	Category that classifies the vendor	Dropdown (e.g., Staff Agency)	Use the + button to add new types
Date of Last Purchase	Date of the most recent purchase from this vendor	Date (auto-updated)	Maintained by the system
Purchasing Agent	Internal staff member responsible for this vendor relationship	Text	Optional
Amount Last Payment	Dollar amount of the last payment made to the vendor	Currency ($0.00)	Maintained by the system
Purchases to Date	Total cumulative amount purchased from this vendor	Currency ($0.00)	Maintained by the system
Terms	Payment terms agreed with the vendor	Dropdown	e.g., Net 30, Net 60. Use the + button to add new terms
Credit Limit	Maximum credit extended by this vendor	Currency ($0.00)	Enter the vendor-approved credit amount
Type of Payment	Preferred payment method for this vendor	Dropdown	Use the + button to add new payment types
Narrative or Vendor Notes	Free-text notes about the vendor	Text, max 8,000 characters	Use for special terms, delivery instructions, or internal notes

 

Tab Vendor Contract Relationship

This tab is designed for vendors using the Electronic Purchasing interface. Fields here support automated purchase order processing.

Electronic Purchasing Information

Field	What It Is	Format	Notes
Customer Number	Your company's account number with this vendor	Text	Assigned by the vendor
Price File Proces	Name or reference for the vendor's price file process	Text	Used for electronic pricing integrations
Vendor PO w/Path	File path for the vendor purchase order template	Text	Used for electronic PO routing
Batch File to Run	Name of the batch file used for electronic purchasing	Text	Used by the system for automated processing
Type of Contract	Classification of the vendor contract	Dropdown	e.g., annual, per-project
Contract Starts	Start date of the vendor contract	Date (dd MMM yyyy)
Renewals	Number of contract renewal cycles	Text	Optional
Contract End	End date of the vendor contract	Date (dd MMM yyyy)
Discount Type	Type of discount applied by this vendor	Text	Optional
Discount %	Percentage discount applied on purchases	Numeric (0–100)	Enter as a whole number

 

A. Adding a New Vendor

1. Go to Data Items → Vendor Management → Vendor Management – All Active Vendors
2. Click the [New Entry] button
   

 

1. The Vendor Entry window opens on the Contact Information tab
2. Fill in the vendor name, contact, address, and phone/email details

Switch to the Purchasing tab and enter tax ID, vendor type, terms, and payment details

1. (Optional) Switch to Vendor Contract Relationship and fill in electronic purchasing fields if applicable
   
   

B. Editing an Existing Vendor

1. Go to Data Items → Vendor Management → Vendor Management – All Vendors
2. In the Action column, click the pencil icon next to the vendor you want to modify

  

1. The Vendor Entry window opens with the existing data loaded

1. Modify fields across any tab as needed
2. Click [Save] to confirm the changes