📦 Vendor Management

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🧾 Vendor Requirements

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This article covers the management of vendor records in Buildium.

Vendors are any organization or individual which provides services to your home or any other Vanderburgh House home. Vendors include utility companies, maintenance professionals, drug screen suppliers, accountants, and Vanderburgh House as an organization which provides you services. Anyone who is paid money for any service or product is a vendor.

Related articles

• 📂 Expense Accounting Items

• 📝 Types of Expense Items

• ✔️ Record a Bill in Buildium

• ✔️ Record Checks & Withdrawls from Bank Accounts in Buildium

Each supplier, vendor, contractor, or other party that will be paid by your business must have a vendor account created for them in Buildium. This is a very simply process which requires you to add the vendor’s name and contact information, as appropriate. Vendors can be designated as a person or business, and their set-up should include the vendor’s telephone, email, and address. When possible, also collect a W-9 form from the vendor; this will allow us to send them a 1099 (for tax purposes) if necessary. Please assign each new vendor to an appropriate vendor category.

 

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🧾 Vendor Requirements

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Vendor Policy

Our Vendor Policy is in place to ensure proper procedures are followed and that Vanderburgh House and our Chartered Operators are in compliance with legal requirements in terms of hiring vendors and retaining certain documents and forms on each. This article outlines the minimum requirements in place for vendors wishing to provide services or offer goods to Vanderburgh House.

 

📦 Checklist for Product Vendor

A product vendor is any third party who sells products of any sort to Vanderburgh House or our affiliates. Products would include drug screens, furnishings, materials, or any physical object, and not a service.

 

👥 Checklist for Service Vendor

A service vendor is any third party who sells products of any sort to Vanderburgh House or our affiliates. Services include repair and maintenance, construction, cleaning, consulting, tax or legal services, or other professional service and not a physical product.

For all service vendors:

1. W9 form, signed and dated

For construction or maintenance, additional:

1. Copy of Worker's Compensation Insurance Policy (binder)
2. Copy of Liability Insurance Binder

 

 

 

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Vendor records are maintained in Buildium. Buildium organizes vendors as follows:

1. Each vendor as a vendor record in Buildium

2. Vendor records contain vendor contact and payment information

3. Each vendor has an assigned vendor category

4. Each vendor may be assigned as a "preferred vendor" to one or multiple homes

 

 

The vendors menu is accessible through the main menu by visiting Maintenance > Vendors. On this menu, pictured below, you can do the following:

1. View a list of all vendors

2. Sort by vendor category

3. Select a vendor to access the vendor record

    

    

 

When possible, vendors should be assigned with an appropriate vendor category. This will help keep track of vendor types. For example, if we are looking for an electrician, we can search that category.

 

 

Vendor records can be accessed through the vendor menu, or by searching the vendor name in the search bar. The vendor record will display the vendor information, including contact information, comments, and tabs to access financial information, communications, files, and other information.

Vendor records include the following information:

1. Vendor name

2. Vendor website

3. Vendor telephone number

4. Comments and notes about the vendor

 

 

 

Preferred vendors are vendors that have been assigned to one or multiple properties, designated as a "preferred vendor" for that property. For example, the electric service utility serving the home, or a recommended maintenance professional, should be listed as the preferred vendor for the property.

View Preferred Vendors

Access a list of preferred vendors for a home by navigating to the home's page in Buildium (Rentals > Properties > Property page), and select the Vendors tab from the home page menu. From this menu, you can view a list of preferred vendors. Selecting one of the records will open their vendor record.

Add a preferred vendor

To add a preferred vendor, select the "Manage preferred vendors" button. Select the desired preferred vendor from the list.

 

 

 

On the vendor record page, you can view financials relating to a particular vendor. This will display a list of all payments and bills relating to this vendor.

 

 

 

 

1. Access vendor file

2. Enable EFT on the vendor record

3. ____

4. ____

 

 

 

 

 

 

Make sure all of your vendor records are correct at all times.

 

 

Make sure all of your vendor records are correct at all times.