Vendors in the Mobile App: Create, Classify, and Track Supplier Activity

🏢 Vendors in the Mobile App: Create, Classify, and Track Supplier Activity
 

🧭 Introduction

The Vendors tab in the Ontraccr mobile app lets users view, create, and manage vendors directly from the field — including classifying them as suppliers or subcontractors, linking contacts, and tracking invoices, purchase orders, and certifications.

This guide walks through the entire workflow, including unique vendor-only features like the Payables and Certifications tabs.

📍 Where to Access Vendors

1. Tap “More” from the bottom nav bar
2. Tap “Vendors”

You’ll see a list of all vendors in your workspace, assuming your role includes the View or Manage Vendors permission.

➕ Creating a Vendor

1. Tap the “+” icon (top-right)
2. Fill in the following:

Required Fields (🔴):

• Vendor Name 🔴
• Division(s) 🔴
• Office Number 🔴
• Office Email 🔴

Optional Fields:

• Mobile Number, Fax, Billing Email, Website
• Office Address
• Type:
  • Choose Supplier or Subcontractor (affects filtering/reporting)

1. Tap Save (top-right) to create the vendor

✏️ Editing a Vendor

1. Tap a vendor name
2. Tap the pencil icon (top-right)
3. Modify any fields
4. Tap Save again to update the record

🗂️ Vendor Profile Tabs

Once inside a vendor profile, you’ll see several top-level tabs:

1. Info

• Displays all the fields from the creation screen

2. Notes

• Add internal notes about the vendor
• Type your note and tap Enter (right-arrow icon)
• Notes cannot be edited or deleted

3. Billing

• Form log of invoices tagged to this vendor
• Tap any item to view the full submission

4. Payables (Vendor-Exclusive)

• List of Purchase Orders (POs) issued to the vendor
• Tap to view details of each PO

📌 This tab is unique to vendors (not available for customers)

5. Other Forms

• View any other submitted forms tagged to this vendor
• Works as a general form history

6. Address Book

• Lists all contacts assigned to the vendor
• You can:
  • Tap “+” to add a contact
  • Share contacts with customers/vendors using the three-dot share icon
  • Edit contacts individually

7. Certifications (Vendor-Exclusive)

Used for tracking certifications tied to subcontractors (e.g., safety certs, licenses).

• Shows certifications added via the web app
• Tap a certification to:
  • View details
  • Open attached files

Great for compliance checks or verifying subcontractor readiness.

✅ Outcome

With the Vendors feature, mobile users can:

• Create and classify vendors by type
• Access and edit vendor details on the go
• View all POs, invoices, forms, and certifications tied to vendors
• Share and reuse contacts across clients and suppliers
• Ensure vendors are properly credentialed with the Certifications tab