Vendors

The Vendors page manages all vendor-related information and operations across properties.

Vendors Page

Overview

Vendors are the entities that provide goods and services to the property.

Vendors provide invoices, and the property pays them.

Maintaining a Vendor Directory and managing these relationships is a key part of managing properties effectively. A complete Vendor profile makes the process of writing Checks to the Vendor quick and easy.

The Vendors page enables property managers to:

• Add and maintain Vendor information

• Quickly find alternate vendors for a GL

• Track Vendor spend and performance

• Review vendor invoices

• Generate vendor reports

Vendor Directory

The main view shows all vendors with key information:

• Vendor Name

• Contact Information

• Description

• Default GL Account

The familiar Rolodex-style view provides a quick overview of all vendors.

The letters (A-Z) at the side of the page are used to navigate to the first letter of the Vendor Name.

Note

Vendors can be filtered on most criteria using the toggle-search box at the top of the page.

Selecting a Vendor opens the Vendor Details side panel.

Vendor Details

The Details tab of the Vendor Details side panel is where you can add and maintain Vendor information.

Vendor Details Side Panel

Each vendor’s profile includes:

• Basic Information

  • Vendor Number - Unique identifier for the Vendor

  • Name - The name of the Vendor

  • Description - A brief description of the Vendor

  • Address - The address of the Vendor

  • Website - The website of the Vendor

• Contact Information

  • Contact Name - The name of the primary contact for the Vendor

  • Phone - The phone number of the Vendor and/or the contact

  • Email - The email address of the Vendor and/or the contact

• Financial Information

  • Default GL Account - The default GL account for the Vendor

    • This is the GL account that will be auto-populated when writing Checks to the Vendor

Vendor Spend

PropMan tracks Vendor spend and lets you dive into the details with a few clicks.

Click the Charts tab in the Vendor Details side panel to see a number of charts that show the Vendor spend over time.

Vendor Spend

Month-To-Month Chart

This chart shows the Vendor spend this month-to-date as compared to the previous month.

Month-To-Month Chart

Coming Soon: Select month-to-date vs same month of the previous year

Spend by Month Chart

This chart shows the Vendor spend over a selectable time period.

Spent by Month Chart

Select the time period for the chart using the dropdown menu.

Options:

• 12 Months (Default)

• 6 Months

• 3 Months

• All Time

Vendor Management

Common vendor-related actions include:

• Add New Vendor - The New Vendor button opens an empty Vendor Details side panel

• Edit Vendor Information - Select a Vendor to open the Vendor Details side panel

• Deactivate/Reactivate Vendor - Vendors can be deactivated if no longer being used

  Deactivating a Vendor prevents it from showing up in the Check Writing dropdown

  

  Inactive Vendors

  • Vendors can be deactivated from the Vendor Directory by clicking the Deactivate button

  • Deactivated Vendors can be reactivated by clicking the Activate button

  • Show and select inactive Vendors in the Vendor Directory by clicking the Show Inactive slider

  

  Side Panel Buttons

• View Invoices - View the invoices for the Vendor

  • A collapsed monthly view of all invoices uploaded for the Vendor

  • View any individual invoice

  

  Uploaded Invoices

• Export Vendors - the Export button downloads the Vendor data as an Excel file