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- Vendor Management System
- Data model
The tables behind Vendor Management System
Vendor Management System ships with 42 tables, grouped here by the feature that uses them. Every record your team works with lives in one of them, and you can add fields and tables in Proto.
- Tables
- 42
- Features
- 6, plus shared settings
- Change it
- Add fields and tables in Proto
How the model is organised
Supplier master
Vendors connects to vendor contacts, Certifications, Categories and Users. Supplier status and terms live on the vendor record.
Commercial terms
Master agreements and contract rates connect supplier commitments and dated item prices to orders and releases.
Sourcing
Purchase requisitions leads to RF qs, response lines, comparison scores and the award basis for a purchase orders record.
Purchasing authority
Approval matrix, approval steps, spend approvals and commitment allocations preserve who approved which scope and revision.
Execution
PO line items connects to Receipts, receipt line items, vendor returns, Expediting and match exceptions.
Review and connection
Scorecards holds published supplier measures; procurement events and integration deliveries retain event and destination evidence.
Every table, by feature
- Vendor directory6
- Contacts and qualifications5
- Agreements and rates6
- Sourcing and bids8
- Orders and delivery12
- Supplier performance9
- Shared and settings15
- Vendors
Supplier master: legal vendor identity ordered from and paid through accounts payable.
Linked to Vendors, Users, Migration batches - Vendor contacts
Buyer-facing contacts at the supplier: sales rep, customer service, AR, expediter.
Linked to Vendors - Certifications
Configured supplier qualification evidence reviewed for activity, location and validity period.
Linked to Vendors, Users - Categories
Purchasing taxonomy aligned to UNSPSC.
Linked to Categories - Purchase orders
Supplier order with immutable approved revisions.
Linked to Vendors, Purchase requisitions, RFQ responses, Master agreements - Scorecards
Period scorecard per supplier: on-time delivery, quality, price competitiveness.
Linked to Vendors, Users
- Vendor contacts
Buyer-facing contacts at the supplier: sales rep, customer service, AR, expediter.
Linked to Vendors - Vendors
Supplier master: legal vendor identity ordered from and paid through accounts payable.
Linked to Vendors, Users, Migration batches - Certifications
Configured supplier qualification evidence reviewed for activity, location and validity period.
Linked to Vendors, Users - Categories
Purchasing taxonomy aligned to UNSPSC.
Linked to Categories - RFQ invited vendors
The supplier invite list for an RFQ.
Linked to RF qs, Vendors
- Master agreements
Umbrella contracts with one supplier authorising a total commitment, called off by blanket releases.
Linked to Vendors, Categories, Departments, Users - Contract rates
Negotiated Supplier x Item prices valid for a date window.
Linked to Vendors, Items, Master agreements, Users - Blanket releases
Call-offs against a Master Agreement umbrella that draw down Total Commit.
Linked to Master agreements, Vendors, Purchase orders, Users - Blanket release lines
The items called off on a release, each priced at a contract rate under the agreement.
Linked to Blanket releases, Items, Contract rates, Categories - Commitment allocations
Immutable signed effects of a business event on a PO line and its funding authority.
Linked to Procurement events, Purchase orders, PO line items, Spend approval lines - Purchase orders
Supplier order with immutable approved revisions.
Linked to Vendors, Purchase requisitions, RFQ responses, Master agreements
- RF qs
Request-for-quote header for sourced spend that needs a competitive bid.
Linked to Purchase requisitions, Users, Vendors, RFQ responses - RFQ lines
What is being sourced, one line per item or service.
Linked to RF qs, Items, Requisition lines, Categories - RFQ invited vendors
The supplier invite list for an RFQ.
Linked to RF qs, Vendors - RFQ responses
A supplier response revision to an RFQ.
Linked to RF qs, Vendors, Users, RFQ responses - RFQ response lines
Per-line quoted detail: what the supplier proposed for each requested line.
Linked to RFQ responses, RFQ lines, Items - Bid comparison scores
Computed score per response: normalised price, lead time and quality weighted by RFQ weights.
Linked to RF qs, RFQ responses, Scorecards - Scorecards
Period scorecard per supplier: on-time delivery, quality, price competitiveness.
Linked to Vendors, Users - Purchase orders
Supplier order with immutable approved revisions.
Linked to Vendors, Purchase requisitions, RFQ responses, Master agreements
- Purchase orders
Supplier order with immutable approved revisions.
Linked to Vendors, Purchase requisitions, RFQ responses, Master agreements - PO line items
Per-item lines on a PO, the level at which receipts and invoice match reconcile.
Linked to Purchase orders, Items, Contract rates, Categories - Approval steps
One row per approval tier a requisition, purchase order or amendment passes through.
Linked to Purchase requisitions, Purchase orders, PO amendments, Approval matrix - Spend approvals
Versioned authority request and frozen decision for a complete source revision.
Linked to Purchase requisitions, Purchase orders, PO amendments, Master agreements - Commitment allocations
Immutable signed effects of a business event on a PO line and its funding authority.
Linked to Procurement events, Purchase orders, PO line items, Spend approval lines - PO amendments
A reviewed change to an issued or approved PO revision.
Linked to Purchase orders, Users, Spend approvals, Procurement events - PO amendment lines
Per-line before and after on an amendment.
Linked to PO amendments, PO line items, Items, Categories - Receipts
Physical arrival or service acceptance against a PO.
Linked to Purchase orders, Vendors, Users, Locations - Receipt line items
Per-line received quantity against a PO line.
Linked to Receipts, PO line items, Items, Users - Vendor returns
Controlled return of rejected arrivals or previously accepted goods.
Linked to Receipts, Receipt line items, Purchase orders, Vendors - Expediting
The expediting worklist: open PO lines past Need By Date or inside the warning window.
Linked to Purchase orders, PO line items, Vendors, Users - Match exceptions
A mismatch returned by accounts payable when the invoice disagrees with order or receipt.
Linked to Purchase orders, PO line items, Receipts, Vendors
- Scorecards
Period scorecard per supplier: on-time delivery, quality, price competitiveness.
Linked to Vendors, Users - Vendors
Supplier master: legal vendor identity ordered from and paid through accounts payable.
Linked to Vendors, Users, Migration batches - Purchase orders
Supplier order with immutable approved revisions.
Linked to Vendors, Purchase requisitions, RFQ responses, Master agreements - PO line items
Per-item lines on a PO, the level at which receipts and invoice match reconcile.
Linked to Purchase orders, Items, Contract rates, Categories - Receipts
Physical arrival or service acceptance against a PO.
Linked to Purchase orders, Vendors, Users, Locations - Receipt line items
Per-line received quantity against a PO line.
Linked to Receipts, PO line items, Items, Users - Bid comparison scores
Computed score per response: normalised price, lead time and quality weighted by RFQ weights.
Linked to RF qs, RFQ responses, Scorecards - RF qs
Request-for-quote header for sourced spend that needs a competitive bid.
Linked to Purchase requisitions, Users, Vendors, RFQ responses - Expediting
The expediting worklist: open PO lines past Need By Date or inside the warning window.
Linked to Purchase orders, PO line items, Vendors, Users
Keys and references
Vendor code identifies a vendor for the team, while record references connect that vendor to contacts, qualifications, agreements, RFQ responses, orders, receipts and scorecards. Order lines and receipt lines carry the quantity and price detail used for matching. Source system, source record ID, source revision and migration batch help distinguish imported baselines from live records. Keep each original reference when moving historical commitments and accepted quantities.
Migration order
- Import and review Users, Departments, cost centers, Categories, Locations and Items.
- Bring in Vendors and vendor contacts, then inspect status, terms and qualification evidence.
- Load effective approval matrix rules, master agreements and contract rates with their dates and owners.
- Reconcile open purchase orders, PO line items, spend approvals and commitment baselines.
- Bring in accepted receipt and return baselines, then review Scorecards and connected delivery evidence.
Set up Vendor Management System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.