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- Vendor Management System
- Who it's for
- Distribution and operations
Distribution and operations
An operations buyer works across item categories, delivery places and changing supplier promises. The item catalog carries the buy-side catalog description and unit; A location identifies the dock, office or site that receives an order. A purchase order retains the supplier, revision, line price and original need-by date, then Receipts and expediting cases record what happened after issue.
How Vendor Management System is set up for you
Location fit
Choose the ship-to place on the order and receiving location on the receipt. The receiving team can distinguish dock work from an office delivery.
Partial arrivals
Receipt lines record accepted and rejected quantities. The order line's remaining quantity stays visible for follow-up.
Supplier promise
Open Expediting assigns an owner and keeps the original date alongside a revised supplier promise.
Exception evidence
A match exception connects a purchasing mismatch to the order, receipt and vendor so Buyer and Controller can review the source.
An operations buyer works across item categories, delivery places and changing supplier promises. The item catalog carries the buy-side catalog description and unit; A location identifies the dock, office or site that receives an order. A purchase order retains the supplier, revision, line price and original need-by date, then Receipts and expediting cases record what happened after issue.
Pilot one active supplier, one item and one receiving location. Choose a dock and an office as contrasting destinations, and agree who records each arrival. Keep the supplier contact and the order revision at hand so the Buyer can trace a changed promise to the right line. Issue an approved order, record a partial arrival and inspect the remaining quantity. Have Buyer contact the supplier and record the new promise, then receive the balance or raise a return for damaged goods. Check the match exception path with Controller before closing the case. [Delivery and exception review](/vendor-management-system/processes/delivery-and-exceptions) ties the records together.
Features to start with
Orders and delivery
Follow an approved supplier order through acknowledgement, receipt and exceptions.
Supplier performance
Review published supplier delivery, quality and price results with their evidence.
Vendor directory
Keep supplier identity, status and purchasing terms ready for each sourcing decision.
Roles on the team
- Controller
- Finance reviewer of commitment, migration control totals and supplier performance.
- Receiving Clerk
- Inspects dock arrivals, records acceptance and raises controlled returns.
- Requester
- Department user who submits a need and confirms authorised non-stocked deliveries at their desk.
- Buyer
- Runs sourcing, draft orders, change requests, expediting and procurement-side exception resolution.
- Procurement Manager
- Owns supplier decisions, signed agreements, rate activation, price exceptions, sourcing review and published performance.
Set up Vendor Management System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.