When a supplier is configured as Self-Managed:
No OpenWrench notifications are sent to the supplier.
The supplier does not receive login credentials.
Your team performs all supplier-related actions within OpenWrench.
You can schedule work, enter ETAs, track parts, start and finish work, upload quotes, and submit invoices on the supplier's behalf.
Step 1: Create the Self-Managed Supplier
Important
To properly create a Self-Managed Supplier, you must leave all contact information blank during setup.
If an email address or contact information is entered, the supplier may receive notifications and will not function as a true Self-Managed Supplier.
To Add the Supplier:
Navigate to Suppliers.
Click Add Supplier.
Enter the Supplier Company Name.
Do NOT enter:
Contact Email Address
Contact First Name
Contact Last Name
Click Continue.
Select the appropriate:
Problem Types
Locations
Click Add Supplier.
The supplier is now configured as a Self-Managed Supplier.
Step 2: Assign Work Orders
Once the supplier has been created, work orders can be assigned to them just like any other supplier.
When viewing a work order assigned to a Self-Managed Supplier, you will notice:
The supplier name appears on the Service Provider side of the work order.
A "Self-Managed" designation appears below the supplier name.
Additional management actions become available.
Step 3: Manage Scheduling and ETAs
Since the supplier is not managing the work order directly, your team is responsible for entering scheduling information.
Schedule Work
Open the assigned work order.
Click Schedule Work.
Enter the supplier's scheduled date and arrival time.
Save the schedule.
This updates the work order with the supplier's expected arrival information.
Step 4: Track Work Progress
Start Work
When the supplier begins work:
Open the work order.
Click Start Work.
The work order status will update to In Progress.
Finish Work
When the work has been completed:
Open the work order.
Click Finish Work.
The work order will move through the normal completion workflow.
Step 5: Place Work Orders On Hold for Parts
If the supplier is waiting on parts:
Open the work order.
Click Parts on Order.
The work order status will update to On Hold, allowing everyone to track that the repair is delayed pending parts arrival.
Step 6: Upload Quotes on the Supplier's Behalf
Self-Managed Suppliers can still participate in the quote approval process.
To Create a Quote:
Open the work order.
Select the Quotes tab.
Click Create Quote.
Enter the quote details provided by the supplier.
Submit the quote.
The quote will follow your organization's standard approval workflow.
Step 7: Upload Invoices on the Supplier's Behalf
After work is completed, invoices can be submitted for processing.
To Upload an Invoice:
Open the work order.
Select the Invoices tab.
Upload the supplier's invoice.
AI Invoice Processing
OpenWrench's AI Invoice Upload feature can automatically:
Read the invoice
Extract invoice information
Classify charges
Prepare the invoice for submission
After reviewing the information, submit the invoice through your organization's normal approval process.
Summary
Self-Managed Suppliers are ideal for vendors who do not actively use OpenWrench but still need to be tracked within your facilities management process.
With a Self-Managed Supplier, your team can:
Assign work orders
Schedule service visits
Track ETAs
Start and finish work
Manage parts-on-order situations
Upload quotes
Upload invoices
Utilize AI invoice classification
Remember: When creating a Self-Managed Supplier, leave all contact information blank. This is the key step that ensures the supplier remains self-managed and does not receive OpenWrench notifications.