Your company's suppliers
Your company keeps one list of its suppliers, entered once and used on every project: for the suppliers with lien rights you list on a project, the supplier invoices you log and the supplier payments you direct. Open it in Settings, under Suppliers.
1. Add a supplier
1. Open Settings and choose Suppliers, or open a project's Lien Rights Suppliers tab.
2. Choose Add supplier and type the supplier's name. Your company's suppliers that match are shown as you type.
3. If it is already on your list, choose it. On a project, choose Add to this project.
4. If it is not, choose Enter a new supplier, fill in its record and choose Save supplier.
A name your company already keeps is refused, so a supplier is never on your list twice. If it was archived, restore it instead.
2. What a supplier's record holds
- Legal name: as on the supplier's W-9 or invoices. Required.
- DBA (doing business as): the name it trades under, if it has another.
- Street address, Suite or unit, City, State (its two letter code) and ZIP code.
- Contact name, Email and Phone. An email or a phone is required.
- What it supplies: Materials, Equipment rental, or Materials and equipment rental. Required.
- On each project, Preliminary notice received: the date the supplier's preliminary notice or notice to owner reached your company, if it sent one. Optional.
- On each project, PO or contract amount: the amount of your purchase order or contract with the supplier on that project. Optional.
3. Edit a supplier
1. On the Suppliers page, or on a project's Lien Rights Suppliers tab, choose Edit on the supplier's row.
2. Change what you need and choose Save supplier.
On a project, Edit also changes the date the supplier's preliminary notice was received and its PO or contract amount on that project. A change to the record shows on every project that names the supplier.
Details missing on a row means the supplier was added by its name alone, for example from a supplier invoice. Choose Edit to complete its record.
Once a supplier is on an invoice, a payment or a link on VisiPay, its legal name is shown read only: This supplier is on invoices or payments, so its legal name is kept. Add a new supplier for a new legal entity.
4. Take a supplier off a project
On the project's Lien Rights Suppliers tab, choose Remove on its row, then Remove from this project. The change is recorded and the Owner sees the count change. The supplier stays on your company's list.
5. Archive or restore a supplier
1. On the Suppliers page, choose Archive on the supplier's row, then Archive supplier.
An archived supplier leaves the lists you choose from. It stays on every project list, invoice and payment that already names it, and nothing is deleted.
2. To see archived suppliers, choose Archived above the list. Choose Restore to put one back.
6. Find a supplier
Type in Search suppliers to find a supplier by its legal name, DBA, city, contact or email. Sort the list by name, by date added or by what it supplies.
7. Who sees your suppliers
- Your company alone sees its suppliers and their records.
- The Owner and the GC never see your suppliers' names, contacts, notice dates or amounts.
- A Reviewer on your team sees the list and cannot change it.
- Each supplier you add, edit, archive or restore is recorded on VisiPay's audit trail.
Questions
Email support@visipay.io and a person on our team will answer.