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Vendors - Admin Guide

Section 1: Vendors-Vendors - Overview

Who Should Use This Guide

This guide is for - Learning Management System (LMS) Client Super Administrators and Administrators to enable them to utilize and train others in the use of the Vendors Feature and Functionality .

Vendors- Overview

In the Learnsoft LMS, Vendors are a feature that allows creation, editing, viewing and searching of vendor information.

Vendors provide key products and services to the LMS system, e.g. SCORM courses. Vendors can be external, for example "Epic", or internal, for example 'company design group".

Generally, vendor information is used by other features, e.g. Accreditations, to identify vendors of specific products and services. When creating a COURSE in the system, one of the available fields in the course record is Vendor.

The system is able to generate reports by Vendor, as well as display vendor logos in a course listing, or as a featured course on a web page

Objectives

Upon completion, you will be able to:

  • Access the Vendor Feature
  • Add a New Vendor
  • Edit Vendor Information
  • Delete Vendors

Section 2: Vendors- How to Guide

2.1 Access the Vendors Feature

Vendors provide key products and services to the LMS system, e.g. SCORM courses. Vendors can be external, for example "Epic", or internal, for example 'company design group".

To access the Vendors Feature:

  • 1 - Click on the User Management Dropdown Box
  • 2 - Click Vendors.

Screenshot 01

  • 3 - This will bring up the Vendor List screen which displays Vendors that have previously been added to the system

Screenshot 02

Explanation of Columns: Vendor List

  • - Column of checkboxes allows selection of single or multiple vendors.
  • Vendor ID – LMS System generated ID based on order of creation.
  • Vendor - The name of the vendor
  • Address - The vendor street address
  • City - The vendor city
  • State - The vendor state
  • Delete – Red (X) icon. If available and if clicked, it will ask for confirmation to delete a Job Position (See section 2.4).

2.1 Add a Vendor

To Add a Vendor to the LMS system, follow these steps:

  • 1 - Access the Vendor List as directed in the prior section
  • 2 - Click on the New Vendor button near the top right portion of the screen.
  • 3 - This will launch the New Vendor Details screen. The level of detailed entry will vary based on your organizational needs. (See Explanation of fields on the next page for next steps.)

Screenshot 03

Explanation of Fields: New Vendor Details

  • Vendor - The name of the vendor
  • Address* - The vendor street address
  • City - The vendor city
  • State - The vendor state (Selected from a drop down list
  • Zip - The vendor zip code
  • Country - The vendor country (Selected from a drop down list)
  • Email - An email address for the vendor
  • Phone - A telephone number for the vendor
  • Fax - A fax number for the vendor
  • URL - A URL address for the vendor
  • Hidden - Check (select) if the vendor information is to be hidden
  •     - This will not delete the vendor, but it will not be available in other dropdown lists, for example when utilizing reports.
  • Description - A description of the vendor
  • Vendor Logo - If desired, a logo can be associated with the vendor. Select the browse button to locate a picture format file (e.g. .jpg) from your internal directory system

(*) Required Fields

  • 4 - Enter the required information of vendor name and address.
  • 5 - Enter any desired optional information.
  • 6 - Click the Save button located near the top right of the screen.

The vendor has now been created and will be available in the Vendor list. Repeat this step as necessary for all new vendors.

2.3 Edit Vendor Information

To edit existing vendor information:

  • 1 - Click on the User Management Dropdown Box and select Vendors to access the Vendor List screen which displays Vendors that have previously been added to the system.

Screenshot 04

  • 2 - Use the navigation, sort and search functions to identify the specific vendor whose information you wish to edit.
  • 3 - Click on the row of the vendor you wish to edit (anywhere in the correct row and from the Vendor ID column on the left to the state column on the right)
  • 4 - This will bring up the New Vendor Details page for the selected vendor.

Screenshot 05
  • 5 - Click the Edit button in the upper right hand corner to enter edit mode.

Screenshot 06 – Vendor Details in Edit Mode
  • 6 - Make desired edits and updates.
  • 7 - Click Save to save the changes and updates.

The vendor's information has now been updated.

2.4 Delete a Vendor

To Delete a vendor from the LMS system,

  • 1 - Click on the User Management Dropdown Box and select Vendors to access the Vendor List screen which displays Vendors that have previously been added to the system.
  • 2 - Use the navigation, sort and search functions to identify the specific vendor whose information you wish to edit.
  • 3 - Click on the red (X) icon in the Delete column in the row of the vendor you wish to delete.
  • 4 - A dialog box will popup asking you to confirm the deletion.

screenshot 07

  • 5 - Click OK ''''toto confirm the deletion.