How to add vendors for assets on the Back-Office Dashboard?

The Add Vendor feature in the GuardsPro Back Office Dashboard allows admins to create and manage vendor profiles used for asset purchasing and inventory restocking.

By storing vendor details in one place, you can easily link vendors to assets, manage purchases, and ensure timely reordering when stock levels are low. This feature helps improve inventory efficiency, supports accurate vendor tracking, and simplifies asset and purchase order management across your security operations.

📌 Prerequisites

• Vendor management is accessible only if the Asset Management module is active in your company subscription.

• Only super admin, admins, or authorized users can add and manage vendors in the Back Office Dashboard. 

• Ensure vendor information (name, contact, payment, shipping, etc.) is available before adding. 

• If custom vendor categories are needed, they must be created in advance or during the process.  

✅ This guide will walk you through the steps to add vendors for assets on the Back Office Dashboard:

🔐 Step 1: Log In & Navigate  

• Log in to the GuardsPro Back Office Dashboard.

• From the left‑hand menu, go to Asset Management → Vendors.

• On the following screen, click Add Vendor to create a new vendor for your assets.

• You can also use the same screen to import vendors in bulk, if needed.

📋 Step 2: Enter Vendor Information  

On the next screen, enter the following vendor details:

• Vendor Logo – Upload a logo to easily identify the vendor.

• Name (Required) – Enter the vendor’s name.

• Email – Provide the vendor’s email address.

• Address – Enter the vendor’s physical or mailing address.

• Phone Number – Add the vendor’s contact phone number.

• Website – Enter the vendor’s website URL, if available.

• Category – Select a vendor category from the dropdown.

If you need a custom category, click Add Category from the dropdown list.

📂 Step 3: Add Additional Information  

Use the Additional Information section to store contact and payment‑related details:

• Contact Name – Name of the primary contact person.

• Contact Phone Number – Phone number of the contact person.

• Contact Email – Email address of the contact person.

• Contact Mobile Number – Mobile number of the contact person.

• Payment Term – Select payment terms (Prepaid, Cash on Delivery, Installment, Net 7, Net 15, Due on Receipt, etc.).

• Preferred Payment Method – Choose Credit Card, Bank Transfer, Cash, or Other. (Options cannot be customized)

• Preferred Shipping Method – Select courier service, freight/cargo, or postal service.

• Tax ID – Enter the vendor’s Tax ID, if applicable, for compliance and record‑keeping.

Once all details are entered, click Submit to save the vendor information.

⚙️ Step 4: Manage Asset Vendors  

All existing asset vendors are listed on the Asset Vendors screen.

You can use the Search option to quickly find a specific vendor.

Available actions:

• 🔍 View Details – Click the three‑dot (⋮) menu next to a vendor and select View Details to open the vendor’s information in a new tab, where you can review all recorded details.

• ✏️ Edit a Vendor – From the same menu, select Edit to update details.

• 🗄️ Archive a Vendor – From the same menu, select Archive to remove a vendor no longer needed.

📑 Bulk Action – Use checkboxes to select one or more vendors, then choose Archive from the Action dropdown to archive vendors in bulk.

🎯 That’s it! Adding vendors in GuardsPro is straightforward and efficient. By following these steps, you can store vendor details, manage purchases, and streamline asset reordering seamlessly.

For further assistance, feel free to contact the GuardsPro Support Team anytime.

For a quick walkthrough, please watch our tutorial video on YouTube: