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Vendors

Purpose

The Vendors section manages the cooperative's approved supplier list. All vendors that the cooperative purchases from must be registered before a Purchase Order can be raised against them.

Who Can Access

  • Administrator
  • Procurement Officer

How to Open This Page

Treasury & Control → Procurement → Vendors

Adding a Vendor

  1. Go to Procurement → Vendors.
  2. Click Add Vendor.
  3. Fill in:
  4. Vendor Name (company or individual name)
  5. Contact Person
  6. Phone and Email
  7. Address
  8. Product / Service Category (what they supply)
  9. Bank Name, Account Name, Account Number (for payments)
  10. Tax ID (optional, for compliance)
  11. Click Save Vendor.

Field Guide

Field Required Description Example
Vendor Name ✅ Company or supplier name ABC Office Supplies Ltd
Contact Person ✅ Person to contact Mr. Emeka Ike
Phone ✅ Contact phone 08034567890
Email ❌ Email address emeka@abcsupplies.ng
Category ✅ What they supply Office Stationery
Bank Details ✅ For processing payments GTBank / 0123456789

Vendor Contracts

For recurring or strategic vendors, maintain a formal contract:

  1. Open the vendor's profile.
  2. Click Add Contract.
  3. Enter contract terms, start/end date, and any limitations.
  4. Upload the signed contract document.