Filtering & Managing the Approved Vendor List

The Vendor Approval screen displays all vendors grouped by status, with Approved vendors shown by default under a collapsible status group — making it easy to see, at a glance, exactly how many active suppliers you have.

Step-by-step: finding a specific vendor quickly

1. Use the Find search bar at the top-right of the screen to search by company name (e.g., typing "Ross" instantly filters to "Ross Controls").
2. Use the filter icon (funnel symbol) near the top-left to narrow the list further — by Organisation Type (Manufacturer, Trader, Service Provider), Company Type (Firm, Company), or Registration Date range.
3. Click the group/hierarchy icon (next to the filter icon) to toggle grouped views — for example, grouping by Status shows collapsible sections like "Approved," making bulk review easier.
4. Scroll through the resulting list — each row shows the Vendor Code, which you can copy directly for reference in other modules like Assign Vendor.

Practical use cases for filtering:

• Finding all Manufacturers for a specific sourcing decision — filter by Organisation Type = Manufacturer.
• Auditing recent onboarding — filter or sort by Registration Date to see which vendors joined in the last 30 days.
• Verifying a vendor before assignment — search by company name to confirm their current status is Approved and note their Vendor Code before adding them to a PR.

 The fastest way to confirm a vendor is currently active and eligible is to search their name in the Vendor Approval list and check two things — their Status tag shows "Approved" (green), and they have a populated Vendor Code. If either is missing, they cannot yet be assigned to procurement activities.

A worked example of scanning the list: Reviewing entries like "Raj cop pvt ltd" (Manufacturer, Firm, registered 01/07/2017) alongside "AGARWAL ASSOCIATES" (Manufacturer, Company, registered 07/07/2026) shows the list spans vendors onboarded years apart — filtering by Registration Date lets you quickly separate long-standing suppliers from recently onboarded ones for different kinds of review.

Frequently Asked Questions

Can I export the approved vendor list to Excel? 

Most list views in the portal support an export or download option — check for a download icon near the top-right of the screen.

How do I see vendors that are NOT yet approved? 

Use the group/status toggle to expand other status groups (e.g., Pending, Rejected) alongside the default Approved group.

Can I sort the list by Vendor Code instead of Company Name? 

Yes, most column headers (including Vendor Code) are clickable to sort ascending or descending.

Is there a way to see which vendors have a company website listed and which don't? 

Yes, scan the Company Website column directly, or use the filter option if your setup allows filtering on that field.

What does it mean if a vendor appears twice in the list? 

This is uncommon and usually indicates a duplicate registration — flag it to your admin team for merging or cleanup.

Can I filter to see only vendors registered within a specific year? 

Yes, using the Registration Date filter/sort, you can isolate vendors onboarded within any specific date range, including a single calendar year.