Register or import vendors

The vendor registration gathers the company and its contacts in the active organization. It must exist before the creation of a vendor evaluation.

What you will do

You will register a vendor individually or import several vendors by spreadsheet. Contacts are optional.

Who can do this

Users with access to the GRC module and the Vendors area in the active organization. Registration and import depend on the available capacity in the license. Creating, changing, or deleting contacts requires the specific permission for that contact action as well as permission to manage the parent vendor. Managing vendors alone does not grant contact deletion. To delete a vendor, your profile must allow vendor deletion. If the vendor has contacts, you also need permission to delete them. Active assessments require permission to archive them, and removing any linked assessment requires permission to delete it. If a permission needed for your case is unavailable, ask an organization administrator for help.

Before you start

• Confirm that the correct organization is active. Vendors are registered in the context of the organization served.
• For an individual registration, have the name, country, and tax identification or local registration. Contact details are only needed if you choose to add contacts.
• For an import, download and fill out the form provided by Wasa itself.
• If you administer the organization, check the available capacity; otherwise, ask an administrator. Wasa enforces the limit when you save.

Menu path

Select GRC → Vendors.

Steps

Register a vendor

1. Select Register vendor.
2. Enter the Vendor's name and select the Country.
3. For a vendor from Brazil, inform the CNPJ. For the other countries, inform the Tax Identification / registration.
4. If needed, add a contact in Initial contacts with a name, email, and position.
5. If necessary, select Add another contact and complete the additional details.
6. Review the information and save the registration.

Import vendors

1. Select Download model and save the spreadsheet provided by Wasa.
2. Fill out the template without changing its columns. For a vendor without contacts, leave every contact column blank. Otherwise, use one row per contact and complete all three contact fields.
3. Return to the Vendors page and select Import vendors.
4. If necessary, use Download model again within the import window.
5. Select the filled XLSX file and check the name presented on the screen.
6. Select Import vendors.
7. If Wasa indicates lines with problems, correct all the lines entered in the file and make a new import.

Delete a contact or vendor

1. Open the vendor to review its contacts and assessments before removing anything.
2. To remove a contact, select Delete in the contact, read This contact will be removed permanently and only confirm if it is no longer necessary.
3. Archive any active linked assessments and, if permanent removal is necessary, delete each archived assessment. This also removes its associated data and cannot be undone.
4. Delete all remaining contacts, including archived contacts.
5. Return to Vendors and select Delete vendor on the correct card.
6. Review the Delete vendor? confirmation and confirm.

Expected result

In the individual registration, Wasa confirms Vendor created. In the import, Wasa informs how many vendors and contacts were imported. The new registrations appear in Vendors and are available for evaluation in the active organization. An deleted contact or vendor no longer appears in the respective registration; the removal is permanent through the interface.

Common problems

Related tasks

• Evaluate a vendor
• Consult GRC licensing
• Select the organization