This page covers day-to-day vendor administration: creating records, keeping details current, and tracking contracts so expirations trigger alerts before they lapse.

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Create a vendor

1

Open the vendor create form

Go to Vendors and select Add Vendor.
2

Enter the basics

Fill in the vendor name and a unique vendor code.
Vendor create form showing name, code, and contact information fields

The vendor create form with name and code fields

3

Add contact information

Enter the contact email, phone, address, and website. These details appear wherever the vendor is linked — on asset pages and part reorder suggestions.
4

Save

Select Save. The vendor is now available to link from assets and inventory items.

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Edit a vendor

Open the vendor from the directory, select Edit, update any field, and save. Changes apply immediately everywhere the vendor is linked.
Keep email and phone current — technicians rely on linked vendor contact details from asset pages when equipment needs an external service call.

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Track contracts

Record each vendor contract with its end date so FacilityLane can warn you before it expires.
1

Open the vendor's contracts section

On the vendor detail page, go to the contracts section.
2

Add the contract

Add the contract with its details and end date.
Contract form on a vendor page with contract details and end date field

Adding a contract with an end date to a vendor

3

Watch for expiring-contract alerts

As a contract’s end date approaches, an expiring contract alert appears on your dashboard. Renew the contract and update the end date, or let it lapse deliberately.
Dashboard showing an expiring vendor contract alert

Dashboard alert for a vendor contract nearing its end date

An expired contract can leave critical equipment without service coverage. Treat expiring-contract alerts as action items, not notifications.

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Good practices

Create a single vendor record per company, even if you use them for both parts and service. Link the same record to assets and inventory items as needed.
A contract that is not in FacilityLane cannot trigger an expiring-contract alert.
Confirm contact details and remove vendors you no longer use so pickers stay clean.