Vendor Management

Manage your suppliers and service providers in Waqti.

Overview

Vendor management in Waqti includes:

• Vendor registration and approval
• Prequalification workflow
• Certification tracking
• Performance monitoring
• Contract management

Vendor Lifecycle

Registration → Prequalification → Active → Periodic Review → Active/Suspended

Adding a New Vendor

Required Information

Field	Required	Description
Company Name (EN)	Yes	Official English name
Company Name (AR)	Yes	Official Arabic name
Commercial Registration	Yes	CR number
VAT Number	Yes	Tax registration
Contact Person	Yes	Primary contact
Email	Yes	Official email
Phone	Yes	Contact number
Address	Yes	Business address

Bank Details

Field	Description
Bank Name	Financial institution
Account Number	IBAN preferred
Account Name	Must match company name
Swift Code	For international vendors

Creating the Vendor

1. Navigate to Vendors → Add New
2. Complete all required fields
3. Upload required documents
4. Click Submit

Vendor Prequalification

If prequalification is enabled, new vendors go through an approval process.

Required Documents

Document	Purpose
Commercial Registration	Legal entity verification
VAT Certificate	Tax compliance
Bank Letter	Payment verification
Financial Statements	Financial health
Insurance Certificate	Risk coverage
Quality Certifications	ISO, etc. (if applicable)

Prequalification Steps

1. Submitted - Vendor submits application
2. Document Review - Admin verifies documents
3. Assessment - Evaluate capabilities
4. Approved/Rejected - Final decision

Checking Prequalification Status

Vendors can check status:

1. Login to vendor portal
2. View status and any comments
3. Upload additional documents if requested

Vendor Statuses

Status	Can Create PO	Description
Pending	No	Awaiting prequalification
Active	Yes	Approved and ready
On Hold	No	Temporary suspension
Suspended	No	Issues identified
Inactive	No	No longer in use
Blacklisted	No	Permanent exclusion

Vendor Categories

Organize vendors by type:

• Goods Suppliers - Physical products
• Service Providers - Professional services
• Contractors - Construction/maintenance
• IT Vendors - Technology products/services
• Consultants - Advisory services

Setting Up Categories

1. Settings → Vendor Categories
2. Add category name and description
3. Set any specific requirements
4. Save

Vendor Certifications

Track important vendor certifications:

Adding Certifications

1. Open vendor profile
2. Go to Certifications tab
3. Click Add Certification
4. Enter:
   • Certificate type (ISO 9001, etc.)
   • Issue date
   • Expiry date
   • Upload copy

Expiry Alerts

System sends alerts:

• 90 days before expiry
• 30 days before expiry
• On expiry date

Vendors with expired certifications can be auto-suspended.

Vendor Performance

Scorecard Metrics

Metric	Weight	Measures
Delivery	30%	On-time delivery rate
Quality	30%	Acceptance rate, returns
Price	20%	Price competitiveness
Service	20%	Response time, support

Performance Ratings

Score	Rating	Action
90-100	Excellent	Preferred vendor
70-89	Good	Standard vendor
50-69	Fair	Monitor closely
Below 50	Poor	Review relationship

Viewing Performance

1. Go to Vendors → [Vendor Name]
2. Click Performance tab
3. View:
   • Overall score
   • Metric breakdown
   • Trend over time
   • Comparison to average

Vendor Contracts

Manage agreements with vendors:

Contract Types

• Framework Agreement - Terms for future orders
• Fixed Price - Specific deliverables
• Time & Materials - Rate-based billing
• Blanket Order - Standing purchase agreement

Contract Fields

Field	Description
Start Date	Contract begins
End Date	Contract expires
Value	Total contract value
Auto-Renew	Yes/No
Notice Period	Days before end to terminate

Contract Alerts

• Renewal reminders (60, 30, 7 days)
• Expiry notifications
• Value threshold warnings

Vendor Portal

Vendors can access a self-service portal:

Portal Features

Feature	Description
Profile Management	Update company info
Document Upload	Submit certifications
PO Acknowledgment	Confirm orders
Invoice Submission	Submit invoices
Payment Status	Track payments

Enabling Portal Access

1. Open vendor profile
2. Go to Portal Access
3. Enter vendor email
4. Click Send Invitation

Importing Vendors

Bulk Import

1. Vendors → Import
2. Download template (Excel)
3. Fill in vendor data
4. Upload completed file
5. Review and confirm

Template Fields

vendor_name_en | vendor_name_ar | cr_number | vat_number | email | phone | address | category

Exporting Vendor Data

1. Vendors → Export
2. Select fields to include
3. Choose format (Excel, CSV)
4. Apply filters if needed
5. Download

Best Practices

Verify Before Approving

Always verify:

• CR number with MOCI
• VAT number with ZATCA
• Bank details directly with bank

Regular Reviews

Schedule quarterly reviews:

• Performance assessment
• Document expiry check
• Contract status

Clear Communication

Maintain in vendor profile:

• Multiple contact persons
• Emergency contacts
• Escalation paths

API Reference

This module is also available via the Waqti REST API. See Vendors API for programmatic access.

Related Topics

• Purchase Orders
• Invoices
• Integrations