Vendor Manager is designed to assist the Contractor with setting up vendors to be available to the Technicians in the field to purchase items. Equipment Manager is designed to collect vendor information and make each Vendor and Vendor Location’s information that is general available to all Contractors to use. Individual Contractors may submit Vendors for entry into the system once the information is checked by EM staff. The idea is that the information is only entered once and once checked by EM staff the information will become available to all Contractors to find and use.
To be noted that adding a Vendor though this process will NOT cause the Vendor or to show up on the mobile or in the Purchase Order sections of the system. All Vendors must be approved by EM staff for accurate information before they can be used in the system.
Once a Vendor has been submitted for approval the Vendor name will appear in the listing as inactive. Once the Vendor has been approved the black box next to the Vendor name will become active telling you that the Vendor is approved and ready to be activated by the Contractor.
The Vendor is who and where you send your invoices to when paying for the parts and items you buy. This is generally NOT the same address that you physically bought the part or item at. You need to use the billing address when setting up a Vendor. Vendors are used by the PO system and QuickBooks Online to handle Purchase Orders, Bills an Credits to and from a Vendor.
Person vs. Company, on the vendor form you have the option of checking whether the Vendor is a person or a Company. You only have to check one or the other. If a person is defined, you will be required to fill in First and Last name. If a company is selected, you will be required to enter a Company name.
Title: If the Vendor is a person, the need for a personal title may be entered.
First Name: The first name of the person being assigned as a Vendor. Required if being used.
Middle Name: If known enter the middle name. Not required.
Last Name: The Last name of the person being assigned as a Vendor. Required if being used.
Suffix: if available can be used. Not required
Company Name: If using a company name is required.
Display Name: This is a field that is filled in by the system and is not editable.
Address 1: The primary street address for the Vendor.
Address 2: This is the secondary address field typically used for Apartment numbers and Suites. Not Required
City: Enter the City for the Vendor.
State: Enter the state for the Vendor.
Zip Code: Enter the Zip Code for the Vendor.
Country: If other than USA, enter Country.
Email Address: The contact email address for the Vendor. This is used by the system to email quotes if enabled.
Web Address: This needs to be filled in if possible as it helps the EM staff validate the vendor more quickly. Not required.
Telephone: The phone number for the Vendor.
Mobile: If the Vendor is a person, a mobile number can be entered.
Fax: The fax number for the Vendor.
Private Vendor: This box can be checked If you are setting up a Vendor for private use only by the Contractor.
Equipment Type & Component Mfgs
Vendors are used by the system for the Replacement process when a technician in the field marks a piece of Equipment as failed and needing replacement. When a Replacement form is submitted by the Technician the system will automatically send a Request for Proposal to all Vendors that the system sees as capable of providing a Replacement. This ability for a Vendor to replace a piece of Equipment is determined by the information selected in this section.
Do NOT Send Replacement Emails: IF the Vendor does not sell equipment or components for HVAC then checking this box will allow you to bypass making further choices in this section.
Equipment Types: If the Vendor sells HVAC Equipment select the types of Equipment from the drop menu.
Component Types: If the Vendor sells HVAC components, select the components that match from the list.
Consumables Types: This field is not required.
Compressor Mfgs: If the Vendor is a Compressor Distributer, select the Manufacturers that are supported.
Heat Exchanger Mfgs: If the Vendor is a Heat Exchanger supplier, select the Manufacturers that are supported.
VFD Mfgs: If the Vendor is a Variable Frequency Drive supplier, select the Manufacturers that are supported.
Adding Vendor Location
Vendor Locations are different from Vendors. The reason for this is how they are handled by both Equipment Manager and QuickBooks Online. Vendors are who you pay the bill to, Vendor Locations are where you buy the parts at. Some instances those two places are the same, but in most cased they are not. Your Invoices for paying a vendor are a different address from the physical street location of where you bought the item at.
Vendor Locations are used by the Mobile Device for identifying the store location, directions, and information for the Technician to purchase items.
Vendor Location Information
Vendor Name: The name of the Vendor that this location belongs to, a Vendor with billing information must be submitted and approved first before you can enter a location.
Company Name: This should be the same as the Vendor unless the store name is different than the owning vendor.
Address: The street address for the store location you are wanting to enter.
Address 2: Any apartment number, suite number
City: Enter the City for the Location.
State: Enter the state for the Location.
Zip Code: Enter the Zip Code for the Location.
Country: If other than USA, enter Country.
Email Address: The contact email address for the Location.
Telephone: The phone number for the Location.
Fax: The fax number for the Location.
This area will show the known address information for the Vendor in the system that you chose to attach your new location to.
Latitude & Longitude : The Lat and Long fields will be prepopulated with the address that you enter in for the Vendor Location. The map will show a Blue pin that represents the Vendor Billing Address and a Red pin that represents the Location Address.
Current Vendor Location Information
You will notice on the Vendor Location page that there is a list of any existing locations on the right side of the screen. This is to help you from requesting a location that is already in the system.
Equipment and Manufacturer
This section is like the section that you selected or bypassed when you created your Vendor. The only difference is you will see that the only options available in all the drop menus are the options that were select for the Vendor. This allows you to exclude anything that you think this particular location does not support. Otherwise select all the same fields and then save.
Once a Vendor Location has been created and saved, the location has to be approved and then will become available to the Contractor to enable. Location can be enabled by clicking on the Vendors name on the main page of the Vendor Manager. Simply find the Vendors name on the left side that represents all Vendors in Equipment Manager. Clicking on the Vendors name will load the Vendors information and on the right side of the screen is a list of all Vendor Locations that are active in the system. The Contractor then has the ability to enable or disable the Locations as needed. Checking the box enables the Location, unchecking the box disables the Location. The Locations are disabled by default.