Manage vendors

Vendors are the companies you pay. Keep them here so bids, invoices, agreements and purchase orders all use the same details, and so you can see whose insurance or W-9 needs attention.

Who can do this: Add and edit: Admin, Manager. Deactivate and reactivate: Admin

Each vendor belongs to one facility, and its name must be unique there. A vendor that works at two facilities is added to each one, with its own insurance, W-9 and history. You see the vendors at the facilities you have access to.

Add a vendor

In the sidebar under Finance, select Vendors.
Select Add Vendor. On a phone, this is the plus button.
Choose the Facility and enter the Company name. You can’t move a vendor to another facility later.
Add the Trade and the Contact, Email and Phone.
Enter the date under Insurance expires. The badge below it updates as you type.
If you have the vendor’s W-9, tick W-9 on file and enter the Date received.
Select Add vendor.

You can also add a vendor from the vendor list on a bid, invoice, agreement or purchase order. That adds it to the record’s facility with only a name and a few details. Fill in the rest here later.

If the facility already has that name, you’ll see a message instead of a duplicate. The existing vendor may be inactive, and the list hides inactive vendors until you change the Status filter. If you type an inactive vendor’s name into a bid, invoice, agreement or purchase order, saving fails with Vendor not found at this facility until an Admin reactivates the vendor.

Find and edit a vendor

The table shows each vendor’s trade, facility, contact, insurance, W-9, number of bids and status. Select Show Controls to filter by status, insurance, W-9, trade or facility, or to search by name or contact. On a phone, use the filter button instead.

Select a row to open the vendor, change its details and select Save changes. The vendor’s window also lists its service agreements and bid history, and you can select one to open it.

Insurance and W-9 labels

Label	What it means
Current	The insurance expires more than 30 days from now
Expires soon	The insurance expires within 30 days
Expired	The expiration date has passed. Insurance still counts as valid on the date itself.
No insurance on file	No expiration date has been entered
On file	W-9 on file is ticked
Missing	W-9 on file isn’t ticked

Flex CMMS keeps these dates, not the documents themselves. When you add an invoice for a vendor with an insurance or W-9 problem, a warning appears, but you can still save the invoice.

Deactivate a vendor

Vendors are never deleted, because bids and invoices point at them. Deactivate one you no longer use instead.

Open the vendor.
Select Deactivate. It takes effect right away, and there’s no confirmation step.

An inactive vendor is hidden from the vendor lists on bids, invoices, agreements and purchase orders, and from the Vendors table until you change the Status filter. Existing records keep showing it. To bring it back, open the vendor and select Reactivate.