> ## Documentation Index
> Fetch the complete documentation index at: https://docs.officeridge.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Vendors and purchasing

> Vendor directory, payments, invoices, supply inventory, and W-9 forms.

These tabs cover who your agency buys from, what you pay them, and what you keep in stock.

## Vendors

Vendor directory with W-9, BAA status, and performance ratings.

**Columns:** Type · Contact · Email · W9 · BAA · Rating

| Field      | Why it matters                                            |
| ---------- | --------------------------------------------------------- |
| **W9**     | Whether you hold a current W-9, needed for 1099 reporting |
| **BAA**    | Whether a business associate agreement is in place        |
| **Rating** | Your assessment of the vendor's performance               |

<Warning>
  A vendor who can access protected health information needs a business associate agreement before
  they do so. The **BAA** column is a HIPAA control, not administrative housekeeping — an unsigned
  BAA on a vendor with PHI access is a reportable gap. See
  [HIPAA compliance](/compliance/hipaa).
</Warning>

## Vendor Payments

Payment records to vendors with method, amount, and reference tracking.

**Columns:** Vendor · Amount · Method · Date · Reference · Status

**Reference** is what lets you reconcile a payment against your bank record.

## Invoices

Invoice records with amounts, dates, and payment status tracking.

**Columns:** Invoice # · Status · Date · Amount

## Supply Inventory

Medical and office supply inventory with SKUs, quantities, and reorder points.

**Columns:** Category · SKU · Qty · Reorder · Unit Cost · Expires

| Field         | What it drives                        |
| ------------- | ------------------------------------- |
| **Qty**       | Current stock                         |
| **Reorder**   | The level at which you should reorder |
| **Unit Cost** | Cost per unit, used for valuation     |
| **Expires**   | Expiry date for date-limited supplies |

<Warning>
  Medical supplies with an **Expires** date should not be issued past it. Review expiring stock on a
  schedule rather than discovering it at the point of care.
</Warning>

## W-9 Forms

W-9 tax identification forms with business structure details.

**Columns:** Tax ID · Structure

**Structure** records the vendor's business type, which determines their 1099 treatment.

## Onboarding a vendor

<Steps>
  <Step title="Add the vendor record">
    Set the type and contact details.
  </Step>

  <Step title="Collect the W-9">
    Record the tax ID and business structure. You need this before year-end 1099 reporting.
  </Step>

  <Step title="Determine whether a BAA is required">
    Any vendor who may see protected health information needs one.
  </Step>

  <Step title="Record the BAA">
    Set the **BAA** status once signed. Also visible under [HIPAA compliance](/compliance/hipaa).
  </Step>

  <Step title="Rate performance over time">
    Keep **Rating** current so renewal decisions have evidence behind them.
  </Step>
</Steps>

## Managing stock

<Steps>
  <Step title="Filter on Qty below Reorder">
    This is your reorder list.
  </Step>

  <Step title="Check expiring stock">
    Filter on **Expires** within your review window.
  </Step>

  <Step title="Update quantities when stock arrives">
    Inventory only helps if quantities reflect reality.
  </Step>
</Steps>

## Troubleshooting

| Problem                                             | What to check                                                                             |
| --------------------------------------------------- | ----------------------------------------------------------------------------------------- |
| A vendor shows no W-9 at year-end                   | Collect it before 1099 filing. See [Cost reports and tax](/finance/cost-reports-and-tax). |
| A payment will not reconcile                        | Compare **Reference** against the bank record.                                            |
| Reorder alerts are not appearing                    | **Reorder** must be set on the item for it to trigger.                                    |
| A BAA shows missing for a vendor with no PHI access | Not every vendor needs one. Confirm whether they can reach PHI.                           |

## Related

<CardGroup cols={2}>
  <Card title="HIPAA compliance" icon="shield" href="/compliance/hipaa">
    Business associate agreements.
  </Card>

  <Card title="Assets" icon="package" href="/assets">
    Equipment and maintenance logs.
  </Card>
</CardGroup>