Heratio Help Center article. Category: Collection Mgmt.

Vendor Management

User Guide

Track items sent to external vendors for conservation, restoration, digitization, repair, and other services.


Workflow Overview

RegisterCreateTrackReceiveVendorTransactionProgressReturnContactinfoAdditemsMonitorUpdateServicesSetdatesStatusCondition

When to Use

USEVENDORMANAGEMENTFOR:🔧Conservation/RestorationTrackrepairwork📷DigitizationItemsatscanningvendor🖼️Framing/MountingArtworkpreparation📋Appraisal/ValuationExternalassessments🚚TransportItemsintransit🧹Cleaning/PestTreatmentSpecialistservices

How to Access

MainMenuAdminVendorsAllVendors(view/addvendors)Transactions(alljobs/dispatches)ItemsOut(currentlyoffsite)Overdue(pastreturndate)

Part 1: Managing Vendors

Add a New Vendor

ADDVENDORCompanyName*[_________________________]Type*[Company]CompanyIndividualInstitutionGovernmentEmail*[_________________________]Phone[_________________________]Address[_________________________][_________________________]ServicesOffered☑Conservation☑Restoration☐Digitization☑Framing☐Valuation☐Transport[Cancel][SaveVendor]*Requiredfields

Vendor Record

ACMECONSERVATIONSERVICES[Edit]Type:CompanyEmail:info@acme-conservation.co.zaPhone:0123456789Address:123MainStreet,Pretoria,0001SERVICESConservationRestorationFramingCONTACTS•JohnSmith(Manager)-john@acme.co.za-0821234567•JaneDoe(Accounts)-jane@acme.co.za-0829876543STATISTICSTotalJobs:24ItemsProcessed:156Active:3

Part 2: Creating Transactions

Transaction Flow

STARTSelectVendorChooseServiceTypeAddItems•Searchrecords•Recordcondition•AddestimatesSetDates•Dispatchdate•ExpectedreturnSubmitforApproval(ifrequired)DISPATCH

Create New Transaction

NEWTRANSACTIONVendor*[Selectvendor...]ServiceType*[Conservation]ConservationRestorationDigitizationFramingValuationTransportReferenceNo.[TXN-2026-001____________]DispatchDate*[15/01/2026📅]ExpectedReturn*[15/02/2026📅]Notes[_________________________][_________________________]

Add Items to Transaction

ADDITEMSTOTRANSACTION🔍Searchrecords:[photographalbum_______][Search]SearchResults:☐ABC/001/005-PhotographAlbum1920s☑ABC/001/012-FamilyPhotographAlbum1935☐ABC/002/003-WeddingAlbum1948[AddSelectedItems]ITEMSINTHISTRANSACTION(2)1.ABC/001/012-FamilyPhotographAlbum1935Condition:Fair-spinedamagedEstimate:R1,500.00[Remove]2.ABC/003/001-MinuteBook1890Condition:Poor-bindinglooseEstimate:R2,200.00[Remove]TotalEstimatedCost:R3,700.00

Part 3: Transaction Status Flow

DraftPendingApprovedDispatchedApprovalClosedReturnedCompletedInProgressStatusMeanings:DraftBeingprepared,notyetsubmittedPendingAwaitingmanagerapprovalApprovedReadytosendtovendorDispatchedItemssent,withvendorInProgressVendorworkingonitemsCompletedWorkdone,awaitingpickupReturnedItemsbackin-houseClosedTransactioncomplete

Part 4: Monitoring Items

Dashboard Overview

VENDORDASHBOARDITEMSOUTOVERDUETHISMONTH123Dispatched:5itemsitemsReturned:8⚠️Action!Cost:R15,420ITEMSCURRENTLYOUTReferenceItemVendorDueTXN-2026-001PhotoAlbum1935ACMECons.15FebTXN-2026-001MinuteBook1890ACMECons.15FebTXN-2026-003OilPaintingArtRestore28FebTXN-2026-005Maps(12)DigiScan🔴OVERDUE

Overdue Alerts

⚠️OVERDUEITEMS🔴TXN-2026-005-DigiScanServices12MapsfordigitizationExpected:05Jan2026Overdue:5days[View][ContactVendor][ExtendDate]🔴TXN-2025-089-BookbindersIncLedgerBook1905Expected:02Jan2026Overdue:8days[View][ContactVendor][ExtendDate]

Part 5: Receiving Items Back

Return Process

ItemReturnsVerifyitemsreceivedCheckagainstlistInspectconditionComparebefore/afterConditionConditionOK✓Issue⚠️UpdateDocumentStatusProblem"Returned"ContactVendorRecordActualCostCloseTransaction

Record Return

RECORDITEMRETURNTransaction:TXN-2026-001Vendor:ACMEConservationServicesItem:ABC/001/012-FamilyPhotographAlbum1935ConditionBefore:Fair-spinedamagedConditionAfter:[Good-spinerepaired]WorkCompleted:☑Spinerepair☑Cleaning☐RebindingEstimatedCost:R1,500.00ActualCost:[R1,650.00_____]Notes:[Additionalcleaningrequired_]AttachInvoice:[ChooseFile]receipt.pdf[Cancel][MarkasReturned]

Service Types Reference

SERVICETYPETYPICALDAYSINSURANCEVALUATIONConservation30✓✓Restoration45✓✓Framing14✓✓Digitization7✓-Photography3✓-Binding21--Cleaning5--PestTreatment7--Transport1✓✓Valuation14--Deacidification14--Encapsulation7--

Tips for Best Practice

✓DO✗DON'TDocumentconditionbeforeSendwithoutphotosGetwrittenestimatesSkiptheapprovalstepSetrealisticreturndatesForgettofollowupKeepvendorcontactsupdatedLetitemsgooverdueRecordallcostsLosetrackofreceiptsCheckitemsonreturnAcceptwithoutinspection

Troubleshooting

ProblemSolutionCan'tfindarecordtoaddCheckspellingTryreferencenumberRecordmaynotexistyetTransactionstuckinDraftCompleteallrequiredfieldsAddatleastoneitemCan'tdispatchGetapprovalfirstCheckdatesaresetVendornotinlistAddnewvendorfirstCheckvendorisactiveItemshowswrongvendorContactadministratorMayneedtomoveitem

Quick Reference

ACTIONWHEREViewallvendorsAdminVendorsAllAddnewvendorAdminVendorsAddCreatetransactionAdminVendorsNewJobViewitemsoutAdminVendorsItemsOutCheckoverdueAdminVendorsOverdueViewtransactionhistoryAdminVendorsTransactions

Need Help?

Contact your system administrator if you experience issues.


Part of the Heratio AHG Framework