Managing suppliers and contracts within an asset

To manage suppliers and contracts assigned to an asset, follow the steps below.

Step 1: Navigate to the Maintenance tab within the building profile.

Step 2: By clicking on the "Assign suppliers" button on the right-hand side of your screen, you will have the ability to add new suppliers to the asset.

Step 3: An overview of all added suppliers should be listed in grey at the top of the Supplier management page. If you made all necessary changes, click on the Save button at the bottom right-hand side. 

Step 4: Within the Maintenance tab, you can manage the contracts that each supplier has for that specific asset. You can use the filters to narrow down your search by Expertise, Value, and Type.

  

Step 5: The suppliers and their contracts are divided by the following columns: 

1. Contract: where you can access the supplier company page and the contract page.
   
2. Type of contract: Incidents, Regular Maintenance, or Regular Maintenance + Incidents.
   
3. Expertises: where you can view and edit the field of expertise of each supplier.
   
4. Total/Invoiced: overview of the total amount of the contract and how much has already been invoiced by the supplier.
   
5. End date: contract's end date.
   
6. Auto-renew: whether the contract is set to be automatically renewed and the selected period.
   
7. Contract files: where you can find attachments regarding the contract.
   
8. Supplier's phone number.
   
9. Contacts: supplier's email address.
   
10. Note: where you can add notes that will be available for you and your internal team regarding the supplier/contract.
    

Step 6: On the furthermost right-hand side of each row, you will see a three-dotted icon where you can edit the contract, set-up reminders for internal team members and/or suppliers, unlink the supplier from the asset, and delete the contract. If you choose to delete the contract, that will nullify the agreement and the supplier will be notified via e-mail - make sure this doesn't breach the terms of the contract, as this action cannot be undone.

If you have any questions, please contact our Support team.

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