Propertyware Knowledge Base

Managing Your Vendors


Vendors are the companies or individuals used by your organization to perform services, such as maintenance and repair, as specified in approved work orders. Propertyware stores your vendors from this centralized location where they can be categorized and shared with your management team from anywhere, anytime. Propertyware allows you to track bills, work orders and all interactions with your vendor in an organized manner that puts all this information at the fingertips of your team when and where they need it.

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Propertyware allows you to manually enter your vendors or important them using tools such as our MS Excel import utility (available from Professional Services) or the Propertyware Sync for QuickBooks. To manually create a vendor from the Money Out module, follow these steps:

  1. Click the Money Out Tab.
  2. Click Vendors on the sub-navigation.
  3. Click the New Vendor button on the vendor detail page or the New Vendor link from the Related Activities Menu.
  4. Complete the following fields to create a new Vendor:

    Field Name

    Description

    Vendor Name

    The name of the vendor. Up to 50 characters are allowed in this field.

    Company Name

    This field will copy the vendor name by default, but can be changed if you have a different company name for which to identify the vendor. Up to 50 characters are allowed in this field.

    Vendor Type

    Categorize your vendor by assigning a vendor type, such as plumbing or roofing. Propertyware provides you with several default vendor types that may be customized from the Setup section of the application. To create a new vendor type, simply click the Add Type button.

    Address and
    Address (cont.)

    Enter the vendor's address. Up to 50 characters are allowed in each of these fields.

    City

    Enter the city for the vendor. Up to 30 characters are allowed in this field.

    State

    Enter the state for the vendor. Up to 20 characters are allowed in this field.

    Zip

    Enter the zip code for the vendor. Up to 20 characters are allowed in this field.

    Country

    Enter the country for the vendor. Up to 30 characters are allowed in this field.

    Eligible For 1099

    Check this box if the vendor is an independent contractor for whom your company will issue a 1099 US tax form. If this box is checked, you will be required to enter valid Tax ID and Address information in order to save the vendor.

    Description

    This field is used to describe the vendor.

    Default Bill Split Account

    Setting this field will automatically assign all bills you create to an associated expense account for that vendor. For example, if you have a roofing vendor, you can create an expense account within your Chart of Accounts for roofing and assign that account as the default bill split account for that vendor. That way, every time you use that vendor, that expense account will be used as well.

    Default Markup/Discount

    Use this field only if you plan to markup the bills received from the vendor when applying them to a portfolio you manage. This option is appropriate for property management companies that charge a markup fee for managing the work orders on behalf of their owners.

    Enter the percentage of the markup followed by the appropriate account that should be used for the additional markup. This default percentage and account combination will be used when creating a new bill.

    By entering a positive percentage here you will effectively creating a markup of the bill to the owner where they will see the marked up amount as their expense, your management company will receive the markup amount as income and the vendor receives a check for the bill amount less the markup.

    By entering a negative percentage here, your owner will be billed the amount entered, your management company will receive the amount of the discount and the vendor will get a check for the amount less the discount.

     

    Website

    Enter a URL for the vendor's website. Up to 255 characters are allowed in this field.

    Name on Check

    This field will copy the vendor name by default, but can be changed if you have a different name that you would like to appear on the Paid To line of checks printed in Propertyware. Up to 50 characters are allowed in this field.

    Telephone

    Main phone number for the vendor. Up to 20 characters are allowed in this field.

    Fax

    Facsimile phone number for the vendor. Up to 20 characters are allowed in this field.

    Other Phone

    Alternate phone number for the vendor. Up to 20 characters are allowed in this field.

    Time Tracking

    This option allows you to turn on time tracking for the vendor. If this option gets set to "Yes, I track time for this vendor" then you will be able to track their time on any work orders that they been assigned. Setting this option to Yes makes another field, Hourly Rate, appear.

    Hourly Rate The Vendor's hourly labor rate. This option appears only if Time Tracking (above) is set to Yes.

    Account Number

    Enter an optional Account Number if you have an account with this vendor.

    Tax ID

    If the vendor is an independent contractor, enter a valid US Tax ID number. Format for this number should be XX-XXXXXXX or XX-XX-XXXX.

    Credit Limit

    Enter the maximum balance due that the vendor will allow before requiring payment.

    Deactivated

    This option allows you to flag a vendor as inactive. Once a vendor has been deactivated, it will no longer be available when creating a new bill.

    Inactive vendors and all their associated information can be viewed at any time by selecting the Include Inactive option form the Navigator that appears in the sidebar of Money Out | Vendors.

    Email

    Main email address for the vendor.

    Custom Fields

    Enter any custom fields you have created for your vendors.

    Attach Contacts

    Vendor contacts are individuals who are employees at the vendor's business. Add any number of contacts to the vendor. Simply click the Add Contact button and start typing the appropriate name within the Add Contact window. Based on your entry, this window will search your contacts for an existing match or alternatively, prompt you to create a new contact. All contacts added to the vendor will also be available from the Contacts module.

  5. Click the Save button when you are finished creating the Vendor.

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  1. Click the Money Out Tab.
  2. Click Vendors from the sub-navigation.
  3. Locate the applicable Vendor using the Vendor Navigator.
  4. Click the Edit Vendor Button and edit any of the Vendor Fields.
  5. Click the Save button when you are finished.

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Once you have created your vendors in Propertyware, use the Search or Navigator in the sidebar to view any desired one.

The Vendor Navigator, located on the left sidebar within the Money Out Tab, allows you to search for your vendors by name. The following are features of that you can use in the Navigator to locate the appropriate vendor:

  • Filter. This is the first filter which appears within the Vendor Navigator which allows you to filter your search by the first letter of the vendor's name.
  • Type. Appearing immediately below the alphabet Filter, this filter allows you to search your vendors by Vendor Type, such as landscaping, painting, plumbing, roofing and other types. If you would like to retrieve all your vendors, make sure to select "All Vendor Types" from the Vendor Type Filter and also "All" from the Alphabet Filter above.
  • Active and Inactive. By default, Propertyware does not include your inactive vendors in the Vendor Navigator. To include those vendors that you has marked as inactive, select the “Include Inactive” radio button.

The Vendor Navigator will retrieve vendors from the filtered search and display them within the navigator menu. To view details for a specific vendor, select a vendor from within the menu and a Vendor Summary page will then display on the page found to the right of the Vendor Navigator.

To view a specific vendor and all associated information, follow these steps:

  1. Click the Money Out Tab from any page of the application.
  2. Click the Vendors button from the sub-navigation that appears immediately below the green page header.
  3. The page will display a Vendor Summary for the last viewed vendor from this page. To view this summary for a different vendor, simply select the desired vendor from the Navigator located on the left sidebar of the page.
  4. Use the Filter dropdown menu to list your vendors by a specific letter of the alphabet or
  5. The Vendor Summary table will display the following information:

    Field Name

    Description

    Vendor Name

    The name of the vendor. Up to 50 characters are allowed in this field.

    Company Name

    This field will copy the vendor name by default, but can be changed if you have a different company name for which to identify the vendor. Up to 50 characters are allowed in this field.

    Vendor Type

    Categorize your vendor by assigning a vendor type, such as plumbing or roofing.

    Address and
    Address (cont.)

    Enter the vendor's address. Up to 50 characters are allowed in each of these fields.

    City

    Enter the city for the vendor. Up to 30 characters are allowed in this field.

    State

    Enter the state for the vendor. Up to 20 characters are allowed in this field.

    Zip

    Enter the zip code for the vendor. Up to 20 characters are allowed in this field.

    Country

    Enter the country for the vendor. Up to 30 characters are allowed in this field.

    Eligible For 1099

    A field that displays if the vendor has been flagged for printing a 1099.

    Description

    This field is used to describe the vendor.

    Default Bill Split Account

    Setting this field will automatically assign all bills you create to an associated expense account for that vendor. For example, if you have a roofing vendor, you can create an expense account within your Chart of Accounts for roofing and assign that account as the default bill split account for that vendor. That way, every time you use that vendor, that expense account will be used as well.

    Default Markup/Discount

    Use this field only if you plan to markup the bills received from the vendor when applying them to a portfolio you manage. This option is appropriate for property management companies that charge a markup fee for managing the work orders on behalf of their owners.

     

    Website

    The website address for the vendor.

    Name on Check

    This field will copy the vendor name by default, but can be changed if you have a different name that you would like to appear on the Paid To line of checks printed in Propertyware. Up to 50 characters are allowed in this field.

    Telephone

    Main phone number for the vendor. Up to 20 characters are allowed in this field.

    Fax

    Facsimile phone number for the vendor. Up to 20 characters are allowed in this field.

    Other Phone

    Alternate phone number for the vendor. Up to 20 characters are allowed in this field.

    Time Tracking

    This option allows you to turn on time tracking for the vendor. If this option gets set to "Yes, I track time for this vendor" then you will be able to track their time on any work orders that they been assigned.

    Account Number

    An Account Number that might be associated with your vendor.

    Tax ID

    The taxpayer identification number associated with the vendor.

    Credit Limit

    Any credit limit that you might have established with the vendor.

    Email

    Main email address for the vendor.

    Custom Fields

    Any custom fields associated with all vendors. Only a user with administrator’s privileges can add custom fields from the vendor edit screen or Propertyware’s Setup.

    Attach Contacts

    A list of all contacts associated with the vendor. These contacts can also be viewed form the Contacts module.

  6. Below the vendor information table you will find another table with multiple tabs that reveal more information that includes:

    Tab Name

    Description

    Bills

    The Bills table displays bills and bill payments for the selected vendor. Use the Portfolio/Building, Date, and Paid/Unpaid filters to narrow the contents of this table.

    Auto Bills

    This table displays all active Auto Bills associated with the selected vendor.

    Work Orders

    This table displays all work orders assigned to the selected vendor. To view the details of any work order, click the WO# that appears in the Work Order # column.

    Notes & Documents

    This table displays all notes and documents attached to the vendor. Use notes to track all communication between your management team and the vendor, and use documents to attach important documents relating to this vendor.

    • Click the Attach Note button to create a new note.

     

    • Click the Attach Document button to attach a new document.


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You can only delete a Vendor if there are no bills, bill payments or work orders attached to the vendor. To delete a vendor with no associated transactions:

  1. Click the Money Out tab.
  2. Click the Vendors link from the sub-navigation.
  3. Locate the appropriate vendor using the Search or Navigator feature of the sidebar.
  4. Click the Delete Vendor button.
  5. Click OK button in the confirmation window that appears.
  6. The Vendor will be deleted.

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An alternative to deleting a vendor is deactivating one. Deactivated vendors do not appear in the various Navigators and Search in Propertyware. Once a vendor has been deactivated, you can no longer record any new transactions associated with it or edit any past transactions. Once a vendor is deactivated, all auto-bills will be terminated as well.  Any open auto-bills will no longer be available for editing, and you will not be able to create any new auto-bills. To deactivate a vendor:

  1. Click the Money Out tab.
  2. Click the Vendors link from the sub-navigation.
  3. Locate the appropriate vendor using the Search or Navigator feature of the sidebar.
  4. Click the Deactivate Vendor link that appears in Related Activities Menu of the sidebar.
  5. Click the OK button in the confirmation window that appears.
  6. The Vendor will be deactivated, with a message at the top of the Vendor window.

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  1. Click the Money Out tab.
  2. Click the Vendors link from the sub-navigation.
  3. Locate the appropriate vendor using the Search or Navigator feature of the sidebar.
  4. To reactivate a vendor, click the Reactivate button that appears at the top of their detail page.
  5. Click the OK button in the confirmation window that appears.
  6. The vendor will be reactivated and appear in the sidebar’s Navigator. This action will allow you to record and edits transactions for that vendor.

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Article Details

Last Updated
13th of May, 2012

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