The vendor management feature allows administrators to create, maintain, and organize a centralized directory of contractors, engineers, architects, and other service providers. This system streamlines permit processes, maintains compliance records, and ensures accurate vendor information is readily available for inspections, projects, inventory, and reporting needs.

Background Information

Vendor management is essential for fire departments and code enforcement agencies that work with external contractors and service providers on permits, inspections, and compliance projects. The system integrates with your occupancy database to auto-populate vendor information when available, reducing data entry time and maintaining accuracy. This feature supports compliance tracking through certification management and provides historical context through permit association records.

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
  

Important 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.

• 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

Data Entry Efficiency:

• Always check if the vendor's address exists in your occupancy list before creating a new address entry
• Use consistent naming conventions for vendor businesses to avoid duplicates
• Regularly update contact information to maintain accuracy

Documentation Management:

• Upload current licenses and certifications immediately when adding vendors
• Set calendar reminders to review and update expired certifications
• Maintain detailed notes about vendor performance and specializations

Address Management:

• Verify jurisdictional boundaries before adding new addresses
• Use the auto-fill feature whenever possible to maintain data consistency
• Double-check address accuracy for vendors outside your jurisdiction

Troubleshooting & FAQs

1. Q: The auto-fill feature isn't working when I enter an address. What should I do?
   
1. A: Ensure you're entering an address that exactly matches an existing entry in your occupancy list. Try variations of the address format or search the occupancy database first to confirm the exact address format.
   
2. Q: I can't add a vendor's address - the system won't accept it.
   
1. A: This likely means the vendor is outside your First Due geospatial boundaries. Select the "add new address" link to manually enter the vendor's information rather than using the standard address field.
   
3. Q: How do I update vendor information after it's been saved?
   
1. A: Navigate back to Vendor Directory > Vendor List, locate the vendor, and select their entry to edit. Make your changes and save again.
   
4. Q: Can I see which permits a vendor has been associated with?
   
1. A: Yes, the History section automatically displays all historical permits that included the selected vendor.
   
5. Q: What's the difference between Contact Information and Work Contact Information?
   
1. A: Contact Information typically refers to the primary business contact, while Work Contact Information can include field personnel, project managers, or other operational contacts.