Vendor Contacts
Purpose
The Vendor Contacts feature allows organizations to manage individual contacts associated with a vendor. Vendor contacts can access the Vendor Portal, receive communications, submit quotations, manage purchasing activities, and interact with the organization according to their assigned permissions.
Each vendor can have multiple contacts, but only one contact can be designated as the Primary Contact.
Create
To create a new vendor contact:
Step 1
Navigate to Purchase → Vendors.
Step 2
Open the vendor record using one of the following methods:
Option 1
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Hover over the vendor.
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Click Contacts.
Option 2
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Open Vendor Details.
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Select the Contacts tab.
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Click New Contact.
Step 3
Complete the required information:
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Enter the First Name.
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Enter the Last Name.
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Enter the Email Address.
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Enter the Password.
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Enable Primary Contact if applicable.
Step 4
Click Save.
The contact is created and linked to the selected vendor.
View
The Contacts list displays all contacts associated with the selected vendor.
Users can view:
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First Name
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Last Name
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Email Address
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Primary Contact Status
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Contact Status
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Creation Information
Edit
To modify an existing contact:
Step 1
Navigate to:
Purchase → Vendors → Contacts
Step 2
Select the contact and click Edit.
Step 3
Update the required information.
Step 4
Click Save.
The updated information becomes effective immediately.
Delete
To remove a vendor contact:
Step 1
Navigate to:
Purchase → Vendors → Contacts
Step 2
Select the contact and click Delete.
Step 3
Confirm the deletion.
The selected contact will be permanently removed.
Field Descriptions
| Field | Description |
|---|---|
| First Name | Contact's first name. |
| Last Name | Contact's last name. |
| Unique email address used for login and communication. | |
| Password | Login password for Vendor Portal access. |
| Primary Contact | Determines whether the contact serves as the vendor's primary representative. |
Workflow Rules
Email Validation
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Email addresses must be unique.
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Duplicate email addresses are not allowed.
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The email address is used as the login username for Vendor Portal access.
Primary Contact
When Primary Contact is enabled:
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The contact becomes the vendor's primary representative.
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The contact can view the Company Profile.
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The contact can edit the Company Profile.
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The contact has access to vendor profile information.
When Primary Contact is disabled:
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The contact cannot view the Company Profile.
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The contact cannot edit the Company Profile.
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Access is limited to authorized vendor functions.
Primary Contact Restrictions
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Each vendor can have only one Primary Contact.
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Assigning a new Primary Contact automatically replaces the previous Primary Contact if applicable.
Vendor Portal Access
Vendor contacts can use their email address and password to access the Vendor Portal.
Available functionality depends on:
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Contact type
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Vendor permissions
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Portal settings
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Assigned vendor role
Synchronization
Vendor Contact data is synchronized with:
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Vendors
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Vendor Portal
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Vendor Communications
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Quotations
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Purchase Orders
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Purchase Invoices
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Notifications
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Email Templates
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Activity Logs
Permissions
| Permission | Description |
|---|---|
| View Contacts | Allows users to view vendor contacts. |
| Create Contacts | Allows users to create vendor contacts. |
| Edit Contacts | Allows users to modify vendor contacts. |
| Delete Contacts | Allows users to remove vendor contacts. |
Important Notes
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Every vendor may have multiple contacts.
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Only one contact can be designated as the Primary Contact at any given time.
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Email addresses must remain unique across the system.
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The Primary Contact has permission to view and update vendor company information.
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Non-primary contacts cannot access vendor profile management functions.
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Vendor contacts can access the Vendor Portal using their assigned credentials.
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Contact information should be kept up to date to ensure accurate communication and notification delivery.