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Vendor

Last Updated: December 30, 2025
Document Version: 1.0
Prepared for: Emgage HRMS Implementation Team

The Vendor Management module enables organizations to maintain structured vendor records linked to asset and procurement workflows.
Administrators can create vendor profiles, capture contract and banking details, define payment terms, and maintain SPOC (Single Point of Contact) information.

This module also supports status control, record filtering, export reporting, and contract lifecycle tracking — ensuring accountability and audit-ready vendor data.

System Overview​

The Vendor module consists of the following key components:

  1. Vendor List Table – Displays all configured vendor records
  2. Toolbar Controls – Add Vendor, Export Records, and Apply Filters
  3. Add Vendor Form – Register new vendors with contract & banking details
  4. SPOC Section – Maintain vendor contact representatives
  5. Edit Vendor Record – Modify stored vendor details
  6. Export Options – Download vendor records
  7. Filter Panel – Search and refine vendor listings

Vendor List Table​

The Vendor List Table provides a structured view of all vendors configured in the system.

Vendor List Table Placeholder

Table Columns​

ColumnDescription
Company NameLegal name of the vendor organization
Vendor NameDisplay/vendor identity name
IndustryBusiness industry category
GST NumberRegistered GST identification
City – PincodeVendor operating city & postal code
State – CountryGeographic location details
Contract Start / End DateValidity period of contract agreement
Payment TermsAgreed payment cycle / mode
StatusVendor availability (Active / Inactive)
ActionsEdit vendor details

Toolbar Controls​

Located above the table, the toolbar provides vendor creation, reporting and filtering capabilities.

Vendor Toolbar Placeholder

Toolbar Options

  • + Vendor → Register a new vendor
  • Export → Download vendor list
  • Filter → Search vendors by status, company, or industry

Export Options​

Export Menu Placeholder

The Export option allows administrators to download vendor records for reporting or audits.

Supported Export Formats​

FormatPurpose
CSVData processing & integrations
ExcelFinancial / procurement review
PDFStatic archival & compliance sharing

Add Vendor​

The Add Vendor Form is accessed by clicking the + Vendor button.

Add Vendor Form Placeholder

This form captures organizational details, contract validity, financial identifiers, location, and SPOC contacts.

Mandatory Fields​

FieldDescription
Company NameLegal registered vendor entity
Vendor NameName recognized within internal systems
IndustryBusiness category classification

Vendor Details – Field Overview​

Company & Registration Details​

FieldPurpose
Company NameVendor organization name
Vendor NameFriendly reference name
GST NumberTax compliance identifier
PAN NumberFinancial registration
IndustryBusiness sector

Banking & Finance​

FieldPurpose
Bank NameAssociated banking institution
Bank Account NumberVendor receiving account
IFSC CodeBank routing identifier
Payment TermsAgreed payment cycle

Contract Information​

FieldPurpose
Contract Start DateBeginning of contract validity
Contract End DateExpiry of vendor contract

Location & Address​

FieldPurpose
Country / State / CityVendor geographical location
PincodePostal identifier
Address Line 1 & 2Office or operation address

SPOC (Single Point of Contact)​

The SPOC section records primary communication staff from the vendor side.

SPOC Section Placeholder

SPOC Fields​

FieldDescription
Name*SPOC Name (Mandatory)
Email IDContact email
Contact NumberPhone / mobile contact
DesignationRole / position
DescriptionAdditional remarks

Multiple SPOC entries may be added where required.

Edit Vendor​

Existing vendor records may be updated for corrections or renewed contracts.

Editable fields include:

  • Contract Dates
  • Banking Information
  • Address Details
  • SPOC Contacts
  • Status Toggle

Filter Panel​

The Filter Panel allows administrators to refine listed vendor records.

Vendor Filter Placeholder

Available Filters​

FilterDescription
StatusActive / Inactive
Company NameVendor organization
Vendor NameSearch by stored vendor name
IndustryIndustry classification
Payment TermsBilling & settlement mode

Filter Actions​

  • Search → Apply filter criteria
  • Reset → Clear selections

Implementation Guidelines​

For Procurement & Finance Teams

  1. Capture complete banking & tax identifiers to avoid invoice rejection.
  2. Ensure contract start & end dates are always updated.
  3. Maintain at least one active SPOC per vendor.
  4. Review vendor status before processing asset purchases.

For System Administrators

  1. Avoid duplicate vendor records.
  2. Use filters to periodically audit vendor data.
  3. Export reports for procurement & compliance stakeholders.

Common Issues & Solutions​

IssuePossible CauseSolution
Vendor not appearing in listStatus set to inactiveActivate vendor record
Payments blockedMissing banking detailsUpdate bank information
Duplicate vendor entriesMultiple manual entriesMerge or delete duplicate record
Contract expiredContract end date passedRenew & extend contract dates

Best Practices​

  1. Always verify tax & banking compliance before onboarding a vendor.
  2. Maintain SPOC logs for communication traceability.
  3. Regularly review contract expiry and renewal schedules.
  4. Export & audit vendor data quarterly.

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