Manage Contracting Vendors (Bidders)

In Ediphi, Admins can easily manage their company's Vendor database, allowing them to update Vendors (Bidders) and Vendor Contacts (Individuals linked to Bidding Companies) to use within Contracting. Setting up your Vendors in the Admin tool will streamline the process, ensuring efficient Bidder data integration in Scope Sheets.

In this article

• How a Vendor is Used in Ediphi
• How to Add a New Vendor
• How to Manage Vendor Contacts
• How to Edit a Vendor

How a Vendor is Used in Ediphi

In Ediphi, a Vendor is referred to as a "Bidder" within the Contracting module. In the Scope Sheet or Buy Sheet, you can add Bidders to each Bid Package and assign costs accordingly. A Vendor represents the company name, while a Vendor Contact is an individual associated with that company.

The Vendor list in the Admin tool serves as a database of Bidders available in the Contracting module. If you ever wonder where Bidders come from, this is the source of that data.

How to Add a New Vendor

To add a Vendor to the database, follow these steps:

1. Under the Admin dropdown located at the top-right of your screen, click on Vendors.
2. Select New Vendor.
3. Fill out the fields for your Vendor.
   1. Required: Vendor Name
   2. Optional: Address, City, State, Zip Code
4. Finally, select Open or Union.
   1. Open: This vendor is an open-shop.
   2. Union: This vendor is organized as a union.

5. Click Save.

   

How to Manage Vendor Contacts

After creating your Vendors, you can manage their associated Contacts. To add Vendor Contacts, you have two options: manually adding them or importing via CSV.

Manual add:

1. Click on the ellipses icon on a Vendor, then select Edit.
2. Choose Manage Vendor Contacts.
3. Select Add Vendor Contact.
4. Fill out all fields as they are required.
5. Click Save.

CSV import:

1. Click on the ellipses icon on a Vendor, then select Edit.
2. Choose Manage Vendor Contacts.
3. Click on Import Vendor Contacts.
4. Select the Sample CSV button to download a sample file.
5. Once downloaded, fill out the columns with your vendor contact information.
6. For the "vendor" column, this will be the Vendor ID listed in your web URL address for the specific Vendor you are editing.
7. Copy the Vendor ID from the URL address.

8. Paste that into each Vendor Contact row under the vendor column.

   

9. Save your import file.
10. Within Ediphi, drag-and-drop the file or click on the grey area to select the file for import.
11. Your contacts should now be imported!

After adding your Vendor Contacts, you have the ability to assign under which specific Bid Packages that specific Contact can show under, as well as which specific Region.

To delete a Vendor Contact, select the trash can icon on the contact.

How to Edit a Vendor

If you ever need to edit your Vendors or Vendor Contacts, here's how:

Editing a Vendor:

1. Click on the ellipses icon on a Vendor, then select Edit.
2. In the Edit Vendor modal, edit any information listed.
3. Click Save.

Editing Vendor Contacts:

1. Click on the ellipses icon on a Vendor, then select Edit.
2. Select Manage Vendor Contacts.
3. Here, you can double-click individual cells or drag a cell to bulk add vertically (either up or down).

4. A green banner will appear letting you know the vendor contact has been updated.

   

If you have any further questions, feel free to contact our support team and we'll be happy to help!