Register vendors, donors, and service providers before operations begin

Counterparties are the external organizations that appear across maintenance, acquisition, and commercial workflows. Vendors service equipment and fulfil purchase orders. Donors and donor projects feed the acquisition pipeline. Having them registered in advance keeps every downstream record consistent.

By the end of this stage: Maintenance contracts, vendor bids, donations, and purchase orders all reference controlled counterparty records instead of free-text fields — and every workflow that touches an external party points back to the same source.

Modules involved: Vendors, Donors, Donor Projects, Service Providers

What to do

1. Add vendors and service providers

Register the external companies that service equipment, supply spare parts, or fulfil purchase orders. These appear later in vendor contracts, spare-parts sourcing, and commercial procurement.

2. Register donor organizations and projects

Add donor organizations and the specific projects they fund before recording donation-sourced acquisitions. A single donor can run multiple distinct funding projects.

3. Use counterparties in maintenance

Vendor contracts and spare-parts records reference suppliers from the counterparty registry, keeping maintenance costs and coverage linked to real organizations.

4. Link to acquisition and procurement

Acquisitions, donations, vendor bids, and purchase orders all draw from the same counterparty pool — no need to re-enter the same company details in different modules.