Creating Company Contacts & Vendor Assignments ~ Process Guide

This tutorial will show you the steps to complete for creating Company Contacts and the ability to assign WOs & Assets to Vendors.

There are three steps that must be taken to have the options to add Vendors and/or Employees as Company Contacts and assign Work Orders and Assets to Vendors. 

*Note after each step you will need to log out and back into to CMS to see the changes.

1. Create Vendor as a User
2. Create Company if already not created
3. Add vendor to Company Contact

CREATE USER

In the Admin console create new User. 

To create a new User click the icon. 

After clicking +User to create a new user record, the form above will open. All fields that appear in red are required to save the record.

• User Detail
  • User Name-(Required)The unique name the user will log into CMS with.
  • Password- (Required) Characters that will be used to gain access to CMS. The required details of the password are set according to the organization.
  • Password Confirm-(Required)This must match the password created in the Password field.
  • First Name-(Required)The user’s first name.
  • Middle Name-The user’s middle name.
  • Last Name-(Required)The user's last name.
  • Email-The user’s email address. *Is not required but advised; it will be used to send emails via the WO as well as being able to reset their password themselves if needed. 

*You must log out and back in to see Users in dropdowns.  
 

CREATE COMPANY

To create a new Company click the  and the create screen will open. 

Enter a Company Code (typically an abbreviation of the Company Name) and all other pertinent information.  Select the desired Type of Company:  

• Vendor is only available to the Materials options
• Manufacturer can be utilized in the Assets module

After all information has been entered, click the submit button to create and save the new Company.  This will open additional information panels:  Contacts, Contracts, Addresses, Materials, Model Numbers, Requisition Summary, Notes and Attachments.

• Contacts – add individual contact information related to the Company  *Users!  Contact must be created as a User before you can add them as a contact.

• Addresses – if a Vendor has multiple sites where parts/Materials can be ordered from include the different sites here.  (This information can be selected when creating a requisition)
• Requisition Summary – this portal will display a history of requisitions using Materials supplied by the Company
• Materials – create and add Materials to the Company from this portal.  These Materials will be available under the Company in the Materials options, and in the Requisitions screens.
• Model Numbers – if the Company Type is Manufacturer or Both, these Model numbers will be available in the Assets module when the Company is selected in the Manufacturer field
• Contracts – if the Company has a specified contract with the Facility, include the information in this portal.  Effective Date, Termination Date and Renewal Date can be entered, as well as the contract terms in the text box
• Attachments – attach documents, photos or a link to a website to the Company

*Remember once you have created the User, the Company and added User as a Contact, you must log out and back in.

Adding Contact to Company

In Company click add contact icon and search for User.

Contact will now appear in the Contacts panel. 

Now that there is a Company, Company Contact and User created, when assigning Work Orders, you will now see the option on the Assignments Panel.

When you select Vendors, they will be listed with the Company Name in parenthesis after the User Name.