Vendor registration, prequalification, approved vendor list management, performance rating, and document compliance tracking.
Vendor Management handles the full vendor lifecycle — from initial registration through prequalification assessment, AVL (Approved Vendor List) inclusion, ongoing performance evaluation, and document compliance tracking. Vendors are categorized by trade, rated on delivery, quality, HSE, and responsiveness. Low-performing vendors are flagged for review or blacklisting.
| Status | Description | Allowed Actions | Next States |
|---|---|---|---|
| Registered | Vendor submitted registration form | Review Docs, Assign PQ | Pending PQ |
| Pending PQ | Prequalification assessment in progress | Score, Approve, Reject | Approved, Rejected |
| Approved | Vendor on Approved Vendor List | Issue PO/RFQ, Rate | Suspended, Blacklisted |
| Suspended | Temporarily removed from AVL | Reinstate, Blacklist | Approved, Blacklisted |
| Blacklisted | Permanently disqualified | View Only | — |
| Rejected | PQ assessment failed | Reapply after 6 months | Registered |
vendor_id — PK, unique vendor identifiertenant_id — FK → organization.tenantvendor_code, vendor_name — Unique code and registered nametrade_category, gst_number, pan_number — Classification and tax IDsbank_account, ifsc_code — Payment detailsstatus, rating_score — AVL status and aggregate scorepq_id — PKvendor_id — FK → vendor.vendor_masterfinancial_score, technical_score, hse_score — Category scores (0-100)overall_score, pq_grade — Weighted total and A/B/C gradevalid_from, valid_to — PQ validity periodassessed_by — FK → admin.userperf_id — PKvendor_id, po_id — FK referencesdelivery_score, quality_score, safety_score, response_score — Per-order rating (1-5)comments, rated_by — Feedback and assessordoc_id — PKvendor_id — FK → vendor.vendor_masterdoc_type — registration | gst | pan | insurance | licensefile_url, expiry_date, is_verified — Document tracking with expiry alertsVendor submits registration form with company details, trade category, financial statements, tax certificates, and bank details. System creates vendor master record in Registered status.
Procurement team verifies GST certificate, PAN, insurance policies, and trade licenses. Expired or invalid documents block progression to PQ stage.
Evaluate vendor on financial stability (turnover, net worth), technical capability (similar projects, equipment), HSE record, and workforce strength. Weight-based scoring produces overall grade (A/B/C/D).
Vendors with grade A/B are included in Approved Vendor List for their trade categories. Grade C vendors may be conditionally approved with enhanced monitoring. Grade D rejected.
After each PO completion, rate vendor on delivery timeliness, material quality, safety compliance, and responsiveness. Running average updates vendor master rating_score.
-- Aggregate vendor performance across all POs SELECT vm.vendor_code, vm.vendor_name, vm.trade_category, COUNT(vp.perf_id) AS total_orders, ROUND(AVG(vp.delivery_score), 1) AS avg_delivery, ROUND(AVG(vp.quality_score), 1) AS avg_quality, ROUND(AVG(vp.safety_score), 1) AS avg_safety, ROUND(AVG(vp.response_score), 1) AS avg_response FROM vendor.vendor_master vm LEFT JOIN vendor.vendor_performance vp ON vp.vendor_id = vm.vendor_id WHERE vm.status = 'Approved' GROUP BY vm.vendor_id ORDER BY avg_quality DESC;