Working with Vendors in TeamDynamix Asset Applications

Overview

This is a step-by-step guide to adding one or more new vendors to a TeamDynamix (TDX) asset application. 

Adding a single vendor

1. Navigate to the asset application for which you'd like to add a vendor
2. Click on + New
3. Select Vendor
4. Fill out the form. You do not need to fill out every field but provide as much information as you can. Failing to provide Vendor Classifications can cause complications when attempting to import assets later on.  A vendor can have no classifications or all three. As a rule of thumb, a vendor should have at least one classification. 
   • Organizational Acct/Dept#: This is the vendor account number in Anthology if one exists. 
   • Important: Vendor Classification Descriptions
     • Manufacturer: This vendor manufactured the asset
     • Supplier: This vendor is where the asset was acquired from
     • Contract Provider: A TeamDynamix contract record will be associated with this vendor.

Importing Multiple Vendors  

1. Navigate to the asset application for which you'd like to add a vendor

2. Click on Import

3. Select Vendor Import

4. The resulting Vendor Import Step 1 screen will ask you to upload an Excel (.xlsx) file. If you do not already have an appropriately formatted file, you should download an import template by clicking on the " download an example import template" link below the heading. Downloading the template is recommended. Failing to correctly format your file before import will result in errors or undesired results, which may need to be resolved manually one at a time. 

5. Click the "Browse" button and locate your import file. Click the "Next" button in the upper right when ready. 

6. The resulting Vendor Import Step 2 will ask you to select the sheet that stores the vendor information. This refers to a tab on an Excel file. If you are using the template as directed above, there will only be one to choose from, and it will be selected for you automatically. Make sure that, if your sheet has headers, you check the box indicating this. Click the "Next" button in the upper right when ready. 

7. The resulting Vendor Import Step 3 will ask you to map each column on your Excel worksheet with a field in the vendor record (e.g. Name, Organizational Acct/Dept#, etc.). Click the "Next" button in the upper right when ready.   

   • Name is a required field and must contain a value.
   • Is Manufacturer, Is Supplier, Is Provider refer to the Vendor Classifications discussed above, these are true/false fields that should be represented as 1, T, or True for True and 0, F, or False for False.
   • Active is also a true/false field and refers to whether a vendor is still used. Generally, this will always be true unless you plan on importing historical data.
   • Any fields that do not have a value can remain unchanged, or you can select Skip in the map to column. If you are updating records with your import, select Skip, or else your values will be overwritten with whatever is in your worksheet, which may be nothing.

8. The resulting Vendor Import Step 4 will show you a preview of what will be imported. The Preview section at the top of the page will tell you if something new is being imported or if something already exists in the system and will be updated. Review this page carefully before hitting the import button. If there are errors in your data or formatting, you will be informed at this point. 

9. Once you have reviewed the list of imports and clicked the import button, you will be met with a message stating, "Once you begin the import process, you will not be able to modify any of the options you have configured. This process may take a while to complete" Click OK to proceed. 

10. The resulting Vendor Import Step 5 will show you the results of the import. You can click the links provided to view individual vendors or download the results and the import configuration separately. Click Finish when done. 

Editing a vendor record

To edit a vendor:

1. In TDNext, open an Assets/CI Application.
2. On the left hand pane, select Vendors.
3. Click the Name link of the vendor you’d like to edit.
4. In the Vendor Detail window, click the Edit button.
5. Change the required and optional details as desired.
6. Click the Save button.

Deleting a vendor record

To delete a vendor:

1. In TDAdmin, go to Applications > Assets/CI Application > Vendors.
2. In the Vendor column, click the Name link of the vendor you’d like to delete.
3. In the Vendor Detail window, click the Delete button.
4. In the window that opens, click OK.