📘 Vendor Master – User Manual
Version: V.1.0.32
Prepared by: Ramya R
Date: 07 July 2025
Introduction
System Requirements
Logging In
Main Features and Functions
4.1 Creating New Vendor Entries
4.2 Attachment Details
4.3 Notes
4.4 Vendor Summary and Financials
Troubleshooting Common Issues
Frequently Asked Questions (FAQs)
Support Information
The Vendor Master module allows users to create, manage, and maintain comprehensive vendor records. These records include address information, contact details, tax identification numbers, business role flags, and attachments. This centralized system ensures consistency across purchasing, logistics, accounting, and compliance operations.
Browser Compatibility:
Google Chrome version 90 or higher
Mozilla Firefox version 85 or higher
User Access Roles:
Administrator
Purchase User
Accounts User
To access the Vendor Master module:
Open your web browser and go to the application login page.
Enter your assigned username and password.
From the main dashboard, navigate to the Vendor Master section.
To create a new vendor record:
Click on the “New” button.
Enter the following mandatory information:
Vendor Code: A unique code for identifying the vendor.
Vendor Name: The full legal or registered name of the vendor.
Address: Full physical address of the vendor.
Country, State, City, Pincode: Complete geographical location.
Telephone Number: Landline or contact number.
Fax Number: If applicable.
Tax/GST Number: Based on vendor’s regional tax registration.
Email ID: Valid business email for correspondence.
Status: Select Active to make the vendor available in the system.
Select one or more applicable Business Roles by checking the relevant boxes:
Carrier
Transporter
Leasing Partner
Container Surveyor
Slot Operator
Warehouse
Once all the fields are completed, click Submit to save the vendor record.
Editing Vendor Information:
To make changes to a vendor profile, click on the Edit icon next to the vendor’s name. Modify the required fields and click Save.
To manage supporting documents for a vendor:
Go to the Attachment Details tab.
Click Add to specify the attachment name.
Use the Upload option to attach files.
Typical documents include:
Vendor registration certificates
Partnership or leasing agreements
GST or tax documents
Compliance certificates
Files can be added, replaced, or removed as necessary.
To add internal remarks or instructions:
Navigate to the Notes tab.
Select the “Intended For” category to indicate the department or user group (e.g., Accounts, Purchase).
Type your message or instruction in the note field.
Use the buttons provided:
Add: To create a new note
Update: To modify an existing note
Delete: To remove a note
Notes are internal and used to ensure clear communication between departments.
This section provides categorized views of all vendor records maintained in the system:
All – Displays all the vendors created in the system.
Active – Shows only vendors that are currently active and available for transactions.
Blacklisted – Includes vendors that have been deactivated or deleted and are no longer in use.
Once a vendor record is created, the system will automatically generate a corresponding Vendor Financial Condition profile.
Alternatively, users can manually create a financial condition for the vendor by clicking the “Create Fin Condition” button.
Problem | Recommended Solution |
---|---|
Duplicate Vendor Code | Use a unique vendor code not used elsewhere in the system. |
Tax/GST Number Format Error | Verify the format and ensure the correct country and state are selected. |
Unable to Save Vendor Record | Ensure all mandatory fields are correctly filled in and status is set. |
Business Role Not Saving | Confirm that at least one business role has been selected. |
Q: Can I assign multiple business roles to a vendor?
A: Yes. You can select multiple business roles (e.g., Transporter and Carrier) based on the vendor's functions.
Q: Can vendor documents be uploaded after record creation?
A: Yes. You can go to the Attachment Details tab anytime to add, update, or remove documents.
Q: How can I deactivate a vendor?
A: Open the vendor’s profile, change the Status field to Inactive, and click Save.
Q: Is bulk upload supported?
A: Yes. Use the Bulk Upload feature available in the Vendor Master module. Ensure the data matches the template provided.
For any queries, technical issues, or assistance with the Vendor Master module, please contact the Helpdesk: