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How to Manage the Supplier Registry

Keep supplier records in one governed registry so replenishment requests, procurement follow-up, and vendor selection stay consistent across the organization.

Quick Summary

Go to Settings gear → Supplier Registry to create and manage supplier records with contact details, trade classifications, lead times, risk levels, and payment terms.

Why a Centralized Supplier Registry Matters​

When supplier information lives in email threads, personal contacts, or purchase order notes, teams waste time tracking down the same details repeatedly. Worse, different team members may use different vendors for the same part, creating inconsistency in pricing, quality, and lead times.

The Supplier Registry gives your organization:

  • one source of truth for vendor contact details and trade specializations
  • consistent preferred supplier assignments on parts and replenishment templates
  • visibility into supplier risk levels and quality signals
  • faster procurement follow-up because supplier context is already linked to the parts that need restocking

Before You Begin​

Requirements
  • You must be an Organization Admin or Owner
  • Supplier Registry is accessible from Settings gear → Supplier Registry

Step-by-Step Guide​

Step 1: Open the Supplier Registry​

  1. Click the Settings gear () at the bottom of the sidebar
  2. Under Asset Management, select Supplier Registry

You will see summary cards showing total suppliers, high-risk flags, average quality, and operational signals.

Step 2: Create a Supplier​

  1. Click Create Supplier
  2. Fill in the supplier details:
FieldRequiredDescription
Supplier nameYesOfficial vendor name (e.g., "Meridian Industrial Supply")
Primary contactNoMain contact person
EmailNoContact email address
PhoneNoContact phone number
TradesNoComma-separated specializations (e.g., "HVAC, Electrical, Plumbing")
Default lead time (days)NoTypical delivery time in working days
StatusNoActive, Inactive, or Suspended
Risk levelNoLow, Medium, or High
Payment termsNoPayment terms (e.g., "30 days")
NotesNoAnything the operations team should remember about this supplier
  1. Click Create supplier

Step 3: Review Supplier Details​

Click any supplier in the list to open the detail panel showing:

  • supplier name and status
  • risk level
  • linked parts count
  • lead time, total spend, and purchase order count
  • primary contact details
  • trades and payment terms
  • notes and last updated date

Step 4: Monitor Risk and Quality​

Use the summary cards and filters to stay on top of vendor health:

CardWhat It Shows
SuppliersTotal active supplier count
High riskSuppliers flagged with anomaly indicators
Avg qualityOn-time delivery percentage
Operational signalsGuidance to spot weak vendors using quality, ETA, and anomaly trends

Filter the list by Status (All, Active, Inactive, Suspended) and Risk level (All, Low, Medium, High) to focus on suppliers that need attention.

Managing Suppliers​

Supplier List Columns​

ColumnDescription
SupplierVendor name
StatusActive, Inactive, or Suspended
RiskLow, Medium, or High
TradesTrade specializations
PartsNumber of linked parts
UpdatedLast modification date

Edit a Supplier​

  1. Select the supplier from the list
  2. Click Edit Supplier in the detail panel
  3. Update fields and save

Delete a Supplier​

  1. Select the supplier
  2. Click Delete from the actions
  3. Confirm the deletion

Import Suppliers in Bulk​

Click Import Suppliers to upload supplier records from a CSV or Excel file. See Import Data for the full import workflow.

Real-World Example​

Consolidating Vendor Records After a CMMS Migration​

Situation: Your team migrated from a legacy system where supplier information was scattered across purchase orders, email threads, and technician notes. Three different names exist for the same HVAC filter vendor.

Solution:

  1. Go to Settings gear → Supplier Registry
  2. Create one clean record for the vendor with the official name
  3. Add contact details, trades ("HVAC, Filtration"), and default lead time
  4. Set as the preferred supplier on relevant parts in Parts Inventory
  5. Mark duplicate or outdated vendor references as Inactive

Result: When a replenishment request fires, the template pulls the correct supplier context automatically. Technicians and procurement staff reference the same vendor record instead of guessing which email address to use.

Need help? Contact Infodeck Support

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