Vendor Management
The Vendor Management module maintains a centralized registry of all suppliers, distributors, and service providers. Each vendor record includes contact...
2026-02-01 · 4 min
Manual area
Procurement
Coverage
5 sections
Operator notes
2 implementation notes
Overview
The Vendor Management module maintains a centralized registry of all suppliers, distributors, and service providers. Each vendor record includes contact details, GST/PAN information, bank details for payments, agreed payment terms, drug license numbers (for pharmaceutical vendors), and performance history.
Adding a Vendor
Navigate to Procurement > Vendors > Add Vendor.
- Enter company name, trade name, and contact person.
- Add address, phone, email, and website.
- Enter statutory details: GSTIN, PAN, Drug License Number (DL), and FSSAI (for dietary items).
- Set payment terms: credit days, advance percentage, and preferred payment mode.
- Upload supporting documents: drug license copy, GST certificate, cancelled cheque.
- Assign vendor categories: Pharmaceuticals, Surgical, Lab Reagents, Equipment, Services, etc.
Vendor Performance
Bio Ecko automatically tracks vendor performance metrics based on actual transactions:
- Delivery Timeliness: percentage of orders delivered on or before the promised date.
- Quality Score: percentage of GRNs without quality rejections.
- Price Compliance: percentage of invoices matching agreed PO rates.
- Response Time: average time to acknowledge and confirm POs.
These metrics are calculated quarterly and displayed as a vendor scorecard. Low-performing vendors are flagged with recommendations for review.
Contracts & Rate Agreements
Create rate contracts with vendors to lock prices for a defined period. Navigate to Vendors > Rate Contracts > New Contract. Specify the items, agreed rates, validity period, and minimum/maximum order quantities. When creating POs for a vendor with an active rate contract, the agreed rates auto-populate. Expiring contracts trigger renewal reminders 30 days in advance.
Vendor Portal
Self-service portal for vendor interactions:
- Vendor registration: new vendors submit applications online with company details, documents, and bank information.
- Registration approval workflow: submitted applications are reviewed by procurement and finance teams.
- Approved vendors gain access to view POs, submit quotations, and update their profile.
- Vendor ratings: view performance scorecard with delivery, quality, and compliance metrics.
- Quotation management: vendors respond to RFQs directly through the portal.
- Document renewal: vendors upload renewed licenses and certificates before expiry.
Notes
Tip
Require drug license documents for all pharmaceutical vendors. Bio Ecko can alert you when a vendor's drug license is nearing expiry so you can request renewal before placing new orders.
Clinic tip
Even small clinics should maintain vendor records in the system rather than informally. It builds a purchase history that helps negotiate better rates over time.
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