---
title: Vendor Management
description: These steps will guide you through the process to add vendors to your Elecate Empower system.
---

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# Vendor Management

## These steps will guide you through the process to add vendors to your Elecate system.

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**

![](https://faq.elecate.com/hs-fs/hubfs/Screenshot%202026-06-22%20134932-png.png?width=670&height=441&name=Screenshot%202026-06-22%20134932-png.png)

#### **Field Definitions**

##### **Tab – Contact Information**

**![](https://faq.elecate.com/hs-fs/hubfs/Screenshot%202026-06-22%20104939-png.png?width=670&height=386&name=Screenshot%202026-06-22%20104939-png.png)**

###### **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  
   ![](https://faq.elecate.com/hs-fs/hubfs/image-png-Jun-22-2026-08-04-15-6516-PM.png?width=1322&height=345&name=image-png-Jun-22-2026-08-04-15-6516-PM.png)

 

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

![](https://faq.elecate.com/hs-fs/hubfs/Screenshot%202026-06-22%20104939-png-1.png?width=1525&height=879&name=Screenshot%202026-06-22%20104939-png-1.png)

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

![](https://faq.elecate.com/hs-fs/hubfs/Screenshot%202026-06-22%20104951-png.png?width=1533&height=600&name=Screenshot%202026-06-22%20104951-png.png)

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

 ![](https://faq.elecate.com/hs-fs/hubfs/undefined-Jul-11-2024-04-00-13-2668-PM.png?width=670&height=324&name=undefined-Jul-11-2024-04-00-13-2668-PM.png) 

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

![](https://faq.elecate.com/hs-fs/hubfs/image-png-Jun-22-2026-08-08-37-7456-PM.png?width=670&height=386&name=image-png-Jun-22-2026-08-08-37-7456-PM.png)

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

 

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