Add Vendors, Update Records, and Use Service Context

What vendors are for

Vendor records preserve operational context: who services which equipment, who supplied parts, who handled a previous repair, and who to call first for a recurring issue.

Add and update a vendor

1. 01Open Vendors.
2. 02Select Add vendor.
3. 03Enter the vendor name.
4. 04Add the best contact details you have.
5. 05Save.

Capture company name, service type, primary contact, phone, email, supported facilities, supported asset types, contract notes, rates if tracked, compliance context, and escalation instructions. Update records when contacts, scope, or supported assets change, or when a vendor should no longer be used. Keep service notes practical, such as HVAC only or generator annual testing.

Link to work and review

Record vendor involvement when outside support performs work or supplies a part. Over time this reveals vendor-heavy assets and repeated service calls that may affect PM or capital planning. Add notes on service windows, access requirements, warranty limits, and purchase-order steps. Review vendors when work is delayed, costs rise, or repeated failures involve the same supplier.

Avoid generic names, missing contacts, stale numbers, and notes that live only in completion comments.