Vendor Directory

The Vendor Directory is the centralized registry of all approved vendors and suppliers in JobNext ERP. Every vendor that participates in the procurement process — whether for material supply, subcontracting, equipment hire, transportation, or consulting — must first be registered here. This ensures that all RFQs, RFPs, purchase orders, work orders, and vendor bills reference validated, complete vendor records with proper compliance documentation.

Vendor List Grid

The Vendor Directory presents all registered vendors in a sortable grid with the following columns:

Row Action Buttons

Each vendor row has three action buttons on the right side:

Bottom Action Buttons

• Add + — Opens the Add Vendor form to register a new vendor
• Upload — Bulk import vendors from a spreadsheet template
• Download — Export the vendor directory to a downloadable file

Pagination controls at the bottom let you choose 10, 20, or 50 rows per page.

Vendor Types

JobNext supports 14 vendor types to classify vendors appropriately for the construction and facilities management domain:

Registering a New Vendor

To register a new vendor, click the Add + button at the bottom of the Vendor Directory list. This opens the Add Vendor form.

1. Enter the Organizational Name * — The vendor’s legal company name as it appears on official documents.
2. Select Vendor Type * — Choose from the 14 vendor types listed above. This determines which procurement documents (PO, WO, or both) the vendor can be assigned to.
3. Select Organization Type * — Choose the legal entity type: Sole Proprietorship, Partnership LLP, Pvt. Ltd., Ltd. Company, Co-Op. Society, Govt. Departmental Undertaking, Individual/HUF, Public Corporation, or Related Party.
4. Enter GSTIN * — The vendor’s GST Identification Number (15-character alphanumeric). Required for Indian GST compliance.
5. Enter PAN * — The vendor’s Permanent Account Number (10-character). Required for Indian tax compliance and TDS deduction.
6. Enter Address 1 * — Primary address line (registered office or factory address).
7. Enter Email * — Primary business email. Used for sending RFQ invitations and PO documents.
8. Fill optional fields — Address 2, Brief Name, Phone, Mobile, Fax, Contact Person, Website, Annual Turnover, User (for Vendor Portal access), GST Date.
9. Click Save — The system auto-generates a vendor code (e.g., VHA2969) and creates the vendor record.

Editing a Vendor Profile

Click the Edit (pencil) button on any vendor row to open the full vendor profile. The edit form has three tabs:

Tab 1: Factory (Address & Contact)

The default tab shows the vendor’s organizational details and contact information:

Tab 2: Payment

The Payment tab captures the vendor’s banking and payment details, which are essential for processing vendor bill payments:

• Bank Name — Vendor’s bank
• Branch — Bank branch name
• Account Number — Bank account number
• IFSC Code — Bank IFSC code (India) for NEFT/RTGS transfers
• SWIFT Code — For international payments
• Payment Terms — Default payment terms for this vendor (can be overridden per PO)

Tab 3: Products & Services

The Products & Services tab allows you to categorize what the vendor supplies. This information appears in the “Primary Product/Service” column on the directory list and helps procurement teams filter vendors when creating RFQs and RFPs.

Inline Vendor Detail

Clicking the View (magnifying glass) button on a vendor row expands an inline detail panel directly below that row. This provides a quick summary without navigating away:

The inline panel shows:

• Address (building icon) — Registered address
• State (location icon) — State/province
• Email (envelope icon) — Primary business email
• Website (globe icon) — Vendor website URL

Bulk Upload & Download

For organizations with a large number of vendors, JobNext supports bulk operations:

• Upload — Click the Upload button to import multiple vendors from a spreadsheet template. The system validates required fields (Name, Type, Org Type, GSTIN, PAN, Email, Address) and creates vendor records in bulk.
• Download — Export the entire vendor directory to a file for offline review, reporting, or migration purposes.

Vendor Portal

Vendors can be given self-service portal access, allowing them to:

• View and respond to RFQs and RFPs sent to them
• Check their Purchase Orders and update expected delivery dates
• View their Work Orders and measurement records
• Track MRN receipts against their POs
• View Bills and Payments — registered bills, payment status, and outstanding amounts
• View Capital POs and their MRNs
• Update their own organizational details

Best Practices

• Register vendors before procurement begins — Add all known vendors at project kickoff to avoid delays when creating RFQs and RFPs
• Classify vendor types accurately — The type determines whether a vendor appears in PO or WO creation workflows. Use “Both Supplier-SubCon” for vendors who supply materials and provide services
• Complete banking details — Ensure the Payment tab is filled for all active vendors to avoid delays in payment processing
• Keep compliance documents current — Regularly verify PAN, GSTIN, and ISO certifications are up to date
• Enable Vendor Portal for key vendors — Self-service access reduces administrative overhead for RFQ responses and delivery updates
• Use bulk upload for initial setup — When onboarding a new company or project, use the Upload feature to import the entire vendor database from a spreadsheet