Maintaining the supplier database

Purpose

The supplier database brings together the contractors and service providers entrusted with work by the agency, in order to attach them to tickets and work orders and to communicate with them in their own language.

Monitoring each supplier insurance policy highlights policies that have expired or are nearing their expiry date, which allows you to verify coverage before ordering an intervention.

Where to find it

1. Operations
2. Suppliers

Steps

1. Open “Suppliers” and click on “New” in order to display the “New supplier” form.
2. Fill in the “Name”, “Trades”, “VAT number”, “IBAN”, “Email”, “Telephone”, address, and “Language”.
3. Complete the “Insurer”, “Policy number”, and “Insurance expires”, and then assign a rating in “Rating, 1 to 5”.
4. Click on “Contacts” on the supplier row in order to add their contacts with their “Name”, “Role”, “Email”, and “Telephone”, and then click on “Add”.
5. Open the supplier record in order to consult their contacts and all the work orders that have been sent to them.

Good to know

• The “Insurance” column displays the “Expired” badge when the policy has expired and “Expires soon” when it expires within 45 days.
• The supplier email address is essential in order to send them a work order.
• The language of the record determines the language of the email and tracking page sent to the supplier.
• The “Export” button produces a CSV file of the displayed list.

Related guides

• OperationsManaging work ordersOrder work from a contractor with a cap, obtain owner approval if necessary, and track the visit until the invoice is received.
• OperationsTracking maintenance requestsRecord, prioritise and close maintenance tickets for your units, then convert them into work orders.
• OperationsAllowing the supplier to track the orderThe supplier receives a personal link where they can upload their quote, schedule the visit date, record completion, and submit their invoice.
• Co-ownershipTracking contracts and inspectionsRecord maintenance contracts and mandatory inspections, so that REOS creates the tasks before each notice period and each deadline.