Companies may be added to the system as Entities with one or more labels such as Customer, Vendor, or Third Party.
Information about a Vendor, such as contact information, credentials, listed trades (cost codes), etc., can be found under Companies > Vendors in your database
1. Edit a Vendor Profile
Once a Vendor has been created in RedTeam Flex, you may go back and edit the original information. Under the edit profile, you may upload a company logo, update contact information, add Trades, manage Qualifications, add credentials, rate the Vendor, and more.
Steps:
Find and select the Vendor within the Companies > Vendors.
Click Edit.
Edit all necessary information.
Click Save.
2. Add Vendor Trades
Vendor Trades are the cost codes associated with the goods and/or services offered by a specific vendor. These trades are used during the estimating/preconstruction phase when issuing Requests for Quote (RFQs) to Vendors. You may filter to identify which of the Vendors in your database provide certain services by selecting one or more cost codes when creating a Request for Quote (RFQ). You may save multiple trades (cost codes) to a Vendor. To add trades for a Vendor, follow the steps below.
Steps:
Go into Companies > Vendors, and click on the Vendor you want to add Trades to.
Click the Trades tab at the bottom of the Vendor Profile, then click +Add Trades.
Search for and select services/trades from the list of cost codes to be added to the Vendor's profile.
Click Save.
3. Add Vendor Credentials
In RedTeam Flex, you can use Credentials to track any type of insurance, certification, qualification, or requirement you may want to track for any given Entity. This includes your company as the Service Provider, credentials for employees, and even customers, but most commonly, for your Vendors (subcontractors and material providers). RedTeam Flex allows you to configure Commitments (subcontracts, Purchase Orders, Labor Service Agreements, etc.) to automatically check the status of Credentials assigned to the Vendor to whom you want to issue a Commitment. By configuring this, RedTeam Flex will also automatically check the status of the Credentials again upon approving an Invoice from that Vendor for payment. You can create as many types of credentials as you want from the Configuration menu. If you do not have access to the Configuration section, please contact your system administrator. Once the Credential type has been created, you can assign it to a Vendor. Do this by locating the Vendor in the Vendors menu. You can search by name, use the Sort options (next to Menu button), or expand the Types to display Vendors.
Steps:
From the Vendor Profile, click the Credential tab at the bottom, then click +add new credential.
Alternatively, use the toolbox icon for an existing Vendor credential to click Renew.
Select the Credential Type from the dropdown and fill out the required information as well as upload a scanned copy (if possible). Check Mandatory if you want this Credential to appear automatically on every Commitment for this Vendor.
Click Save.
4. Add and Remove Qualifications from a Vendor
Vendor Qualifications are an optional way of organizing vendors by the type of projects they are suited for. Vendor Qualifications are qualities or distinctions you can apply to Vendors to distinguish them from other Vendors in your database. These are the criteria you use to qualify your Vendors on certain Projects. An example is Union vs. Non-Union Workers. Vendor Qualifications can be added to a vendor through their company profile. A vendor can have multiple qualifications added at once. Qualifications can be removed later from a vendor if needed. To remove qualifications, edit the company profile, find the qualification then edit and deactivate it.
Steps:
Open the Vendor profile from the Companies > Vendors.
On the vendor profile, click the Qualifications tab on the bottom area of the profile and click +add New Qualification.
Select as many qualifications from the list, using the search box if needed. Press Finish when you are done.
5. Upload a Vendor Logo
Having an accurate and up-to-date Vendor profile is important. It allows you to keep the most accurate information about the Vendor on file, as well as store credentials and access contacts. The vendor's logo can be kept within their profile as well. The logo is not applied to any documents directly, merely saved as a reference document. You may change this image at any time by clicking Change Picture on the current logo located in the Vendor profile, or by editing the Vendor profile and uploading a new picture.
Steps:
Navigate to the profile of the Vendor and Click Edit.
Under the Vendor Logo heading, click Change Picture to upload a new Vendor logo.
Click Apply Change, then click Save.
6. Vendor Events and Interactions
Vendor entity profiles have tabs for Events and Interactions. These are part of RedTeam Flex's Opportunity module. Events are scheduled or recorded events that are listed on the opportunity calendar. Event entries can be used to organize and plan the event as well, by sending invitation emails. Interactions are intended to catalog communications such as phone calls, meetings, conferences, or emails. For more details on the use of Events and Interactions, see the Managing Marketing Interactions article.
7. Company Notes
Customer profiles have a dedicated area for retaining notes and comments about the customer. These notes are only found on the company profile within RedTeam Flex, so can only be viewed by someone with a RedTeam Flex account and permission to view the appropriate Vendor/Customer/Third-Party profiles.
Steps:
Go to Companies > Vendors and click on the vendor you want to add Notes to. Click the Note tab and then Edit Notes.
The company notes can be written and edited within RedTeam Flex or can be copy/pasted from another source. The text of the notes can be formatted as needed.
You can access Company Notes anywhere a company profile is available, such as from the Project Team list, as long as your user role has permission. (This by going to your Project > Home Icon > Team Members > Vendors)
8. Deactivate a Vendor
To deactivate a vendor, follow the steps below:
Steps:
Navigate to the Vendors Menu on the left sidebar.
In the Vendor list, click the Paper Icon (View) for the Vendor you want to deactivate.
In the pop-up window, uncheck the box next to Vendor, and ensure the company does not have Customer or Third-Party checked as well.
Click Save.
The vendor will no longer appear in any dropdown where selecting a Vendor is an option, but the history of the vendor will always be accessible in your RedTeam Flex database.