Vendor

A centralized hub for managing information about software vendors associated with the organization's IT environment.

What you see on the screen

The main screen displays a comprehensive list of vendors, providing a clear overview of the vendor landscape.

Details | Basic information

Label	Action
Search	Click to search, enabling efficient navigation through the vendor list.
Filter	Filter can be added based on the field (Vendor Name, Status, Location, Web URL, Contact Person, Email ID, and Phone Number) and select the respective condition from the drop-down box below.
Vendor Name	To quickly identify the vendor.
Status	Indicates the vendor's current standing (active, inactive, etc.).
Location	View the vendor's physical location.
Web URL	Access the vendor's website with a single click.
Contact Person	Identify the designated point of contact at the vendor company.
Email ID & Phone Number	Facilitate easy communication with the vendor.
Actions
Edit	To make changes to the vendor information.
Delete	Click to delete a specific vendor information from the inventory.

Roles

The Infraon platform offers two distinct vendor roles.

Role Name	Description
Site User	Add, edit, delete, and view organization locations, holidays, password policies, and leaves. Can edit and view their profile. View users, organizations, dashboard, audit logs, history, knowledgebase, CMDB, software licenses, vendors, contracts, projects, and purchase orders.
Vendor Admin	All privileges of Site User. Add, edit, delete, and view users and vendors.

This table summarizes the specific actions that Vendor Admin and Site User roles can perform for each module in the Infraon platform.

Module	Role	Add	Edit	Delete	View	Copy
User	Vendor Admin	✔️	✔️	✔️	✔️	❌
	Site User	❌	❌	❌	✔️	❌
Organization	Vendor Admin	❌	❌	❌	✔️	❌
	Site User	❌	❌	❌	✔️	❌
Organization Location	Vendor Admin	✔️	✔️	✔️	✔️	❌
	Site User	✔️	✔️	✔️	✔️	❌
Dashboard	Vendor Admin	❌	❌	❌	✔️	❌
	Site User	❌	❌	❌	✔️	❌
My Profile	Vendor Admin	❌	✔️	❌	✔️	❌
	Site User	❌	✔️	❌	✔️	❌
Audit	Vendor Admin	❌	❌	❌	✔️	❌
	Site User	❌	❌	❌	✔️	❌
History	Vendor Admin	❌	❌	❌	✔️	❌
	Site User	❌	❌	❌	✔️	❌
Holiday	Vendor Admin	✔️	✔️	✔️	✔️	❌
	Site User	✔️	✔️	✔️	✔️	❌
Password Policy	Vendor Admin	✔️	✔️	✔️	✔️	❌
	Site User	✔️	✔️	✔️	✔️	❌
Leaves	Vendor Admin	✔️	✔️	✔️	✔️	❌
	Site User	✔️	✔️	✔️	✔️	❌
Knowledge Base	Vendor Admin	❌	❌	❌	✔️	❌
	Site User	❌	❌	❌	✔️	❌
CMDB	Vendor Admin	❌	❌	❌	✔️	❌
	Site User	❌	❌	❌	✔️	❌
Software License	Vendor Admin	❌	❌	❌	✔️	❌
	Site User	❌	❌	❌	✔️	❌
Vendor	Vendor Admin	✔️	✔️	✔️	✔️	❌
	Site User	❌	❌	❌	✔️	❌
Contract	Vendor Admin	❌	❌	❌	✔️	❌
	Site User	❌	❌	❌	✔️	❌
Project	Vendor Admin	❌	❌	❌	✔️	❌
	Site User	❌	❌	❌	✔️	❌
Purchase Order	Vendor Admin	❌	❌	❌	✔️	❌
	Site User	❌	❌	❌	✔️	❌

Instructions to Add Vendor

• To manage vendor information within the Infraon Infinity portal, navigate to the Infraon Configuration section. From there, select "Infraon Portal" and then choose the "Vendor" module.

• Select the Add Vendor option located at the top right corner of the page, and add the below details respectively:

  • Vendor Name

  • Status (Draft, New, and Publish)

  • Vendor Location

  • Web URL

  • Contact Person

  • Email

  • Phone Number

  • Description

• Once the changes are made to satisfactory, click “Save” to proceed.

Add Vendor

• Click the + icon in the Vendor option on the top right corner.

• The vendor creation form includes three tabs: Organization Details, Address, and Representatives.

Refer to the table below for guidance on filling in each field.

Organization Details | Add Vendor

Label	Action	Description / Example
Organization Logo	Upload (Drag and Drop/Click)	Upload the organization logo in PNG, JPEG, or JPG format. The maximum size allowed is 20 MB, with an aspect ratio of 4:4.
Vendor Name*	Text Input	Enter the official name of the vendor Example: ABC Technologies.
Contact Person*	Text Input	Provide the full name of the primary contact person for this vendor Example: John Doe.
Email*	Text Input	Provide a valid email address for vendor communication. Example: [email protected].
Phone Number	Country Code Dropdown + Input	Select the country code and enter the vendor’s contact number. Example: [phone].
Risk	Dropdown	Select the vendor risk level: Low, Medium, High, or Critical. This helps categorize vendors based on compliance or operational risk.
Status	Dropdown	Indicates vendor onboarding stage. Options: Draft (Creation), New (Open), Publish (Active). Draft is the default for newly added vendors.
Country*	Dropdown	Select the vendor’s country of operation. Example: India.
Enable Login	Toggle	Enables login access for the vendor representative. Only allow this if the vendor interacts directly within the system.
Password	Text Input	Add an eight-letter password for login.
User Approval	Select from the drop-down.	Options Include: Vendor Admin/ Site User.
Web URL	Text Input	Add the vendor’s official website URL. Example: https://www.vendorexample.com.
Vendor ID Number	Text Input	Provide a unique internal/external identifier for the vendor, if applicable. Example: VEN1024.
Date of Incorporation	Date Picker	Select the official incorporation date of the vendor organization from the calendar dropdown.
ID Type	Dropdown	Choose a supported ID type: Aadhar, Passport, or PAN. This is used to validate the vendor's proof of identity.
ID Number	Text Input	Input the actual number based on the selected ID type.
Upload ID	Upload (Drag and Drop/Click)	You can upload a scanned copy or a photo of the proof of the selected ID. The file formats supported are PNG, JPEG, and JPG.
Add	Click Button	Clicking Add confirms the ID details and uploads them. This action is mandatory to save proof data before proceeding to the next step.
MSMED Details	Toggle	Enable if the vendor falls under the MSMED (Micro, Small & Medium Enterprises Development) Act.
MSMED Status	Dropdown (Visible only if enabled)	Select status: Low, Medium, High, or Critical, based on the MSMED evaluation of the vendor.
MSMED Category	Dropdown (Visible only if enabled)	Select whether the vendor is recognized under MSMED: Yes or No.
URN	Text Input	Enter the MSMED-provided Unique Registration Number (URN) if applicable. Example: MSMED12345.

Fields marked with an asterisk (*) are mandatory to fill.

Click Next to proceed to the next tab – Organization Address.

Add Address| Add Vendor

Click here to view how to add basic address details.

Follow the table below to add Contact, GSTIN, and Bank Details.

Other Details | Add Address

Label	Action	Description / Example
Contact Person Name	Enter the full name	Name of the individual representing the vendor. Example: Rahul Sharma
Email Address	Enter email	Email ID of the vendor's contact person. Example: [email protected]
Phone Number	Select country code & enter	Provide the vendor contact number, including the country code. Example: +91 98765XXX10
ID Number (GSTN)	Enter alphanumeric ID	GST identification number for the vendor. This is required for taxation purposes. Example: 27AAGPM1234C1Z5
Upload ID (GSTN)	Upload document	Upload the supporting document for the entered GSTN. Accepted formats: PNG, JPEG, JPG
IFSC Code	Enter IFSC code	Unique code to identify the vendor’s bank branch for domestic transfers. Example: SBIN0000456
Bank Name	Enter bank name	Name of the bank where the vendor holds their account. Example: State Bank of India
Currency	Select from the dropdown	Currency in which the vendor prefers payment. Default value shown: INR.
Beneficiary Name	Enter name	Name of the vendor account holder (must match bank records). Example: EverestIMS Technologies Pvt Ltd
Account Number	Enter bank account number.	The vendor’s bank account number is used to receive payments. Example: 123456789012
Re-enter Account Number	Re-enter bank account number.	The confirmation field is used to verify the vendor’s account number to avoid payment errors.

Click on “New Address” to add multiple addresses to the vendor.

Once the address is added, users can select Edit and Delete to change the vendor’s address.

Click Next to proceed to the next tab – Representatives.

The Representatives tab is the third and final step in the "Add Vendor.” This section allows you to assign individuals representing the vendor organization in the system. These users can access the portal (if login is enabled) and perform actions based on their assigned roles. Adding representatives ensures clear accountability and secure access control for vendors.

To add a representative, click + Add User and complete the necessary details. The login can be enabled or disabled based on the requirement. Below is a structured table explaining each label in the tab:

Label	Action	Description / Example
Name*	Type	Enter the full name of the representative. Example: Emily Davis
Email*	Type	Provide a valid email address. This will be used for login if enabled. Example: [email protected]
Phone Number	Select Country Code + Type	Enter the representative’s mobile number. Example: [phone]
User Type*	Select from the dropdown.	Define the user’s role within the organization. Roles may vary depending on access level.
Enable Login	Toggle ON/OFF	Enable this if the user needs access to the system. Enabling this allows you to set credentials.
Password*	Type	Set a secure password for the user if login is enabled.
Site	Select from the dropdown	Assign the user to a specific site (if applicable). Example: Bangalore HQ

Fields marked with an asterisk (*) are mandatory to fill.

Once done, click on Submit to save the Vendor.