Vendor Directory: Managing Vendors

Vendor Directory: Managing Vendors

Purpose Statement

The Vendor Directory in First Due enables fire departments and EMS agencies to maintain a comprehensive, organized database of vendors who provide services, equipment, or support to the department. This feature streamlines vendor management by centralizing contact information, licensing details, historical permit records, and relevant documentation in one accessible location. By maintaining accurate vendor records, departments can efficiently manage compliance, facilitate communication with service providers, and maintain historical records of vendor-related activities.

Background Information

Effective vendor management is essential for fire departments and EMS agencies that work with multiple contractors, equipment suppliers, inspection companies, and service providers. The Vendor Directory provides a centralized repository where administrators can store comprehensive vendor information including physical and billing addresses, business licenses, primary contacts with certifications, and historical permit data.

This feature integrates with the occupancy database within First Due, allowing vendors to be linked to specific properties when addresses match known occupancies. For vendors outside the jurisdiction or not associated with existing occupancies, addresses can be manually entered using Google-populated address data. The system supports custom saved views for organizing vendors by specific criteria, filtering and search capabilities for quick vendor lookup, and comprehensive record-keeping including attachments and notes for each vendor.

Common use cases include managing fire inspection contractors, equipment maintenance vendors, building system service providers, hazmat disposal companies, and training service providers. The vendor management system helps departments maintain compliance documentation, track vendor certifications and licenses, and access historical records of vendor-related permits and activities.

Required Permissions

  • Vendor Directory - Allow to use on modules - Enables the use of vendor directory functionality within other modules
  • Vendor Directory - Read - Allows viewing/reading vendor directory entries
  • Vendor Directory - Update - Allows editing existing vendor directory entries
  • Vendor Directory - Create - Allows creating new vendor directory entries
  • Vendor Directory - Delete - Allows deleting vendor directory entries

Video


Step-by-Step Guide

Adding a New Vendor

Step 1: Access the Vendor Directory Navigate to Vendor Directory > Vendor List from the main menu.




Step 2: Initiate New Vendor Creation Select the "Add New Vendor" button to begin the vendor creation process.




Step 3: Enter Basic Vendor Information Complete the vendor data fields in the upper section of the form:

  • Enter the vendor's business name and primary information
  • You can search addresses in your response area to prefill Contacts. If needed, you can also click Add New Address. 
  • Select the appropriate vendor type from the available options




AlertImportant Note About Jurisdictional Addresses: If the vendor is located outside of your response jurisdiction (beyond your First Due geospatial boundaries), you must select the "add new address" link to manually enter the vendor's location information.


Step 4: Add Contact Information and Identifiers Select "Contacts & IDs" to access the contact management section and click Add:
  • Enter primary contact information for the vendor
  • Move the slider to the right (enabled position) to designate the Primary Contact
  • Add work contact information as applicable
  • Include any relevant certifications and attachments



Step 5: Save Initial Vendor Data Select "Save" to preserve the basic vendor information.

Step 6: Add Supporting Documentation Complete the vendor profile by adding:

  • Relevant notes about the vendor
  • Important attachments such as licenses, certifications, insurance documents, or other compliance materials



Step 7: Review Historical Information The History section automatically displays any historical permits that included this vendor, providing valuable context for future interactions.




Step 8: Final Save When finished entering all vendor data, select "Save" to complete the vendor creation process.



Best Practices

Do's

  • Maintain complete vendor records: Always fill out as much information as possible when creating vendor records, including licensing numbers, multiple contacts, and certifications
  • Use consistent vendor naming conventions: Establish and follow a standardized naming format for vendors to ensure easy searching and sorting
  • Keep contact information current: Regularly review and update vendor contact information, especially for primary contacts and emergency contact numbers
  • Upload relevant documentation: Attach vendor certifications, insurance documents, licenses, and contracts to the vendor record for easy reference
  • Utilize saved views: Create and use saved views to organize vendors by type, active status, or other relevant criteria for efficient access
  • Document vendor interactions: Use the notes section to record important communications, service issues, or special arrangements with vendors
  • Verify addresses carefully: Ensure addresses are accurate when adding new vendors, as this information links to occupancy records and affects dispatch and inspection workflows
  • Designate primary contacts: Always identify a primary contact for each vendor to streamline communication

Don'ts

  • Don't create duplicate vendor records: Before adding a new vendor, search thoroughly to ensure the vendor doesn't already exist in the system
  • Don't leave required fields blank: The Address and Vendor Name fields are mandatory - incomplete records may cause issues with reporting and historical tracking
  • Don't neglect billing address differences: If a vendor's billing address differs from their physical location, ensure you turn off the "same address" toggle and enter the correct billing information
  • Don't delete vendors with active permits or historical data: Consider marking vendors as inactive rather than deleting them to preserve historical permit records and compliance documentation
  • Don't store sensitive information in notes: Avoid placing confidential financial information, passwords, or sensitive business details in the notes field
  • Don't forget to update vendor types: Ensure the vendor type accurately reflects the services provided, as this affects filtering and reporting
  • Don't overlook contact certifications: Failing to upload and maintain vendor contact certifications may lead to compliance issues during inspections or audits

Tips & Recommendations

  • Leverage the history section: Review the History section before contacting vendors to understand past service patterns and identify any recurring issues
  • Set up custom saved views: Create saved views for frequently accessed vendor categories (e.g., "Active Fire Alarm Vendors," "Annual Inspection Contractors") to speed up your workflow
  • Use the keyword search effectively: The search function scans all visible columns, so searching for partial names, phone numbers, or license numbers will quickly locate vendor records
  • Pin filters for repetitive tasks: If you frequently use the same filter criteria, pin the filter panel open to save time
  • Export vendor lists for reporting: Use the CSV or Excel export function to create external reports or share vendor information with other departments
  • Attach vendor agreements: Upload service agreements, contracts, or memorandums of understanding directly to vendor records for centralized access
  • Add multiple contacts per vendor: Include backup contacts beyond the primary contact to ensure you can always reach someone when needed
  • Standardize vendor license number formats: Maintain consistency in how license numbers are entered (including dashes, spaces, or formatting) for easier searching
  • Review vendor records quarterly: Schedule regular reviews of vendor information to ensure all data remains current and accurate

Troubleshooting & FAQs

Q: Why can't I find the vendor's address in the system?
A: Addresses are populated from two sources: known occupancies within your First Due system and Google address data. If you can't find the address by searching, click "Add New Address" to manually enter it using Google-populated address information. This is common for vendors located outside your jurisdiction or at addresses not registered as occupancies.

Q: How many contacts can I add to a single vendor record?
A: There is no set limit on the number of contacts you can add to a vendor record. Add as many contacts as necessary to ensure effective communication with the vendor organization, but always designate one as the primary contact.

Q: When should I use a different billing address?
A: Use a different billing address when the vendor's accounts payable department or corporate billing office is located at a different address than their service location. This ensures invoices and payment-related correspondence are sent to the correct location.

Q: What types of files can I attach to vendor records?
A: First Due supports common file formats including PDF, Word documents, Excel spreadsheets, images (JPG, PNG), and other standard document types. Check with your system administrator for specific file size limits or restricted file types.

Q: Why doesn't my vendor show any history?
A: The History section only displays permits that have been associated with this vendor in the system. If this is a newly created vendor record or if the vendor hasn't been linked to any permits yet, the history section will be empty. History populates automatically as permits are created and linked to the vendor.

Q: Why isn't the vendor appearing in my search results?
A: Ensure you're searching with keywords that match the displayed columns in your current view. The keyword search only searches visible columns, so if the information you're searching for is in a hidden column, switch to a different saved view or adjust your current view to display that column. Also verify there are no active filters that might be excluding the vendor from results.

Related Articles

  1. Vendor Directory: Saved Views

    • Related Articles

    • Medications-Managing Vendors

      Purpose To explain how to add and manage vendors in First Due. NOTE: The below article refers to general management of vendors. Only vendors with a vendor type set to pharmacy are available for use within the Medications Module. Video Directions ...

    • Mobile Food Vendor Inspections - Best Practice

      Purpose Statement The purpose of this guide is to provide Fire Prevention personnel with a standardized best practice for managing mobile food vendors that operate within their jurisdiction. This process enables efficient tracking, inspection ...

    • Inspection Record - Managing Inspection Contacts

      Purpose Statement The Inspection Contacts feature allows users to manage contact information for individuals and vendors associated with specific occupancies during fire inspections. This feature ensures proper communication channels are established, ...

    • Managing the Occupancy Record

      Purpose Statement The Occupancy Record management feature allows fire department personnel to efficiently navigate, view, and update comprehensive property information including occupancy details, contacts, pre-planning data, permits, inspections, ...

    • Permits: Creating a New Permit

      Purpose Statement The Create a New Permit feature allows authorized users to initiate and manage fire department permits within the First Due platform. This functionality streamlines the permit application process, enables efficient tracking of ...