Learn how to add a vendor either from the Vendors page or directly while creating an Order or RFQ when a sales representative is not yet listed.
Overview
You can add vendors to SubBase in two ways:
From the User Profile Menu → Vendors → My Vendors
Directly while creating an Order or RFQ, if the vendor contact is not available in the selection list
Both options create the same vendor company and vendor contact. Once saved, the contact is available for future RFQs and Orders.
Adding vendors manually is helpful when you start working with a new vendor company or need to add a new sales representative to an existing vendor company.
Before adding a vendor, we recommend searching the SubBase Network to confirm whether the vendor company or contact already exists.
Who Can Do This
Editing the vendor database is controlled by permissions, not by user type alone. Any role can be allowed to add or manage vendors if the correct permission is enabled.
Typically, we see the following roles granted this permission:
Admin
Can edit and manage the vendor database
Purchaser
Can edit and manage the vendor database
Other roles may have access depending on how permissions are configured.
User / Material Requester
View-only access by default
Cannot add vendors
If you do not see the option to add a vendor, ask your Admin to review permissions under Company Settings → Permissions → look for the permission Can Edit Vendor Database.
Before You Start
Make sure you have the following information:
Vendor company name
Sales representative email address
Sales representative first and last name
Optional information:
Phone number
Vendor ID
Vendor nickname
Contact nickname
Option 1: Add a Vendor from the Vendors Page
Step 1: Open the Vendors page
Click your User Profile Menu in the top-right corner, then select Vendors → My Vendors.
Step 2: Check the SubBase Network
Before adding a new vendor contact, review the SubBase Network tab to see if the vendor company or contact already exists.
Step 3: Start a new vendor contact
Click Add in the top-right corner. The New Vendor Contact panel opens on the right side of the screen.
Step 4: Fill out the vendor contact form
Complete the fields in the New Vendor Contact panel. The fields and steps are the same regardless of where you start this process.
Contact Information
Email – Required. Used to identify the vendor contact
First Name and Last Name
Nickname (optional) – Internal label for the contact. This is often used to note a branch or location for the vendor company, such as a city or location name.
Phone Number (optional)
Vendor Company
As you add a vendor contact, SubBase will associate the contact with an existing vendor company when possible. If the vendor company does not populate, proceed by creating a new vendor company.
When creating a new vendor company:
Vendor – Required. Vendor company name
Vendor ID (optional)
Vendor Nickname (optional).
Option 2: Add a Vendor While Creating an Order or RFQ
You can add a vendor contact on the fly without leaving the Order or RFQ workflow. The New Vendor Contact drawer is similar to the one used on the Vendors page.
Step 1: When you’re in an Order or RFQ and need to add a vendor
You’re already working in an Order or RFQ and realize the vendor contact you need is not available.
Step 2: Click the (+) button
In the vendor selection section, click the + button to open the New Vendor Contact drawer.
Step 3: Search the SubBase Network
Within the New Vendor Contact drawer, review the SubBase Network tab to see if the vendor company or contact already exists.
Step 4: Enter vendor details
Complete the same fields shown when adding a vendor from the Vendors page.
Contact Information
Email – Required
First Name and Last Name
Nickname (optional)
Phone Number (optional)
Vendor Company
As you enter the vendor contact’s Email, SubBase checks whether the email domain already exists in the system.
If the email domain matches an existing vendor company, the vendor company is automatically populated.
If the vendor company does not populate, proceed by creating a new vendor company and enter the vendor company details.
When New Vendor is selected:
Vendor – Required. Vendor company name
Vendor ID (optional)
Vendor Nickname (optional)
Step 5: Save and continue
Click Save. The new vendor contact is added and immediately selected for the current Order or RFQ.
After You Add a Vendor
Once saved:
The vendor appears in My Vendors in your vendor database
The vendor contact is available for RFQs and Orders
The vendor contact is Active by default
Notes
Newly added vendor contacts are active by default
Vendors or contacts can be marked inactive later if needed
Vendor data cannot be downloaded from the Vendors page
Vendor contacts are organized under vendor companies
Troubleshooting
I don’t see a vendor I know is in the database
I don’t see a vendor I know is in the database
Check the Active / Inactive toggle on the Vendors page. Inactive vendor companies and contacts are hidden from selection until reactivated.
I get an error related to a domain conflict
I get an error related to a domain conflict
Reach out to SubBase Support for help resolving the conflict.
Provide:
Vendor company name
Contact name
Contact email
A brief description of the issue
I get an error saying the vendor contact already exists
I get an error saying the vendor contact already exists
The vendor contact may already exist but is marked inactive. Check the Active / Inactive toggle and reactivate the contact if needed.
A representative has the wrong email address, or I need to change a rep’s email
A representative has the wrong email address, or I need to change a rep’s email
Vendor contact email addresses cannot be edited directly. Reach out to SubBase Support for assistance.
I need to upload many vendors at once
I need to upload many vendors at once
The Upload option is intended for bulk imports. Contact SubBase Support for help importing a large vendor list if needed.