System Configuration – Vendors
An important step in setting up Sweven to better integrate into your existing operation is to configure how vendors will be displayed and the options available for them.
You can access this configuration by clicking on the hamburger menu, and then scrolling to System Settings/System Configuration/Vendors.
The configuration panel will allow SuperAdmin users to determine the onboarding and billing workflows for external vendors.
Please keep in mind that these configurations may affect current operations (like vendor or client availability or status), so make sure your active users are aware of the changes before applying them.
Vendor Status
Vendor status refers to the current status this vendor has on your onboarding process and allows it to be an active user when this process has been completed and verified.
You can check and update the vendor’s status by clicking on the hamburger menu, List Manager/Vendors, and selecting a vendor. This information will be displayed in the «information» tab, then the «status» field.
The vendor onboarding process can then be defined and updated as per the wording or terms you currently use in your operation.
Please note: A newly added vendor is marked as «New» by default.
These vendor statuses allow your company to organize vendors based on your company’s onboarding Workflow. Each Vendor Status can be renamed and changed color to optimize your Sweven interface.
Statuses available by default
Enrollment requested/started will indicate which Vendor Status represents your workflow’s initial step, where a vendor company may upload the required documentation to apply for your approval.
Pending review will indicate a vendor is undergoing a revision step, where a vendor company has to wait until all documents submitted are verified.
Available will indicate which vendor status represents your workflow’s approval step, where a vendor company successfully submitted all required documents and is ready to be assigned tasks in Sweven.
Rejected will indicate a vendor rejection step, where a vendor company may be rejected from being used as a vendor in Sweven.
Actions
You can define which vendor status will be the default pick when creating new vendors in the Default column.
The Inactive column allows you to determine if a selected vendor status makes vendors so that they can’t be assigned to work orders.
Finally, Action will allow you to edit any vendor status parameters; note that this will be applied to all vendors set under that vendor status.
Vendor Statuses are listed in a specific order; by clicking on the arrows on the left and dragging, you can change the order of the Vendor Statuses to fit your company workflow. In order to save the new vendor status order, you must click the» Save Record Order» button located at the bottom of the list.
Vendor Billing Status
Vendor Billing Statuses allow your company to organize vendor invoices on a pipeline view based on your company’s vendor payments workflow.
The changes made in this configuration will affect the vendor billing pipeline, located in the right-hand menu, Billing/Vendors.
Each Vendor Billing Status can be renamed, rearranged, and changed color to improve your Sweven interface.
«Pipeline» will define which status is initially shown when going to the Vendor List.
You can define which status will be the default pick when creating new invoices in the Default column.
The Inactive column allows you to disable a status so invoices can’t be assigned to that status. You can turn it back to Active at any time.
Finally, Action will allow you to edit any status parameters.
Please note that this will be applied to all invoices set under that Vendor Billing Status.
Vendor Billing Statuses are listed in a specific order; by clicking on the arrows on the left and dragging, you can change the order of the Vendor Statuses to fit your company workflow. In order to save the new Vendor Billing Status order, you must click the Save Record Order button located at the bottom of the list.
Vendor Documents
Vendor documents will allow you to define which documents a vendor needs to submit during their onboarding process.
Vendor Job Titles
This menu will allow you to modify or add the job titles a vendor contact will be assigned in order to better identify the role of a contact in a vendor’s organization.
These changes will be reflected and displayed when a new vendor contact is added to the platform and will allow for accurate description of members in the vendors organization.
