Vendor management on Ramp

Overview 

Ramp customers now have a unified experience when managing their vendor records within Ramp. All vendors you pay with a Ramp card or through Ramp Bill Pay are automatically recorded here. 

The Vendor Management tab will simplify storing, analyzing, and discovering all your vendor records and data.

Jump to:

• Unified view
• Sorting and filtering
• Marking vendors as active/inactive
• Ramp category
• Contracts and documents
• Vendor price intelligence
• Custom fields (Plus)

Unified view of your vendors

All vendor records across card merchants and bill vendors are housed in one Vendor Management tab.

The vendor record will be added to the Vendor Management tab whenever a card transaction or bill payment for a new vendor occurs. You can easily view vendor details such as:

• Vendor owner's name
• Department
• Location
• Vendor status
• Vendor spending 

Clicking on a vendor will give even more details, like recent bills or card transactions for the vendor. Clicking edit will allow you to edit fields such as:

• Description
• Contact information
• Vendor owner,
• Ramp category, etc.
• For vendors paid via Bill Pay, easily add their tax and payment details.

Who has access to the Vendor Management tab in Ramp?

• Admins
• AP Clerks
• Bookkeepers

Will have access to the Vendor Management tab and be able to view all vendors and their associated details.

Card Managers can view any vendor they or someone in their reporting structure has paid via card. Additionally, suppose a user has been assigned as a Vendor Owner to a vendor paid via Bill Pay. In that case, they can view those vendors and the associated details within the Vendor tab.  

Sorting and filtering

You can easily search, sort, and filter for vendors within the Vendor Management tab. 

Vendors can be filtered by:

• Vendor name
• Vendor category
• Vendor owner / Department / Location
• Vendor status (Active vs. Inactive)
• Payment type
• Tax status

How to view vendors paid via Bill Pay

Choose the Payment type filter and select Bill Pay to see all vendors paid via Ramp Bill Pay.

Marking vendors as active/inactive

Ramp customers can now mark a vendor as active or inactive. You can change the status directly from the vendor table or by editing the vendor record.

If a vendor is marked as inactive, a warning message will appear for the vendor within Bill Pay, informing the user of the vendor’s inactive status.

Ramp category

Ramp categories are important fields that help customers classify vendors into specified groups. 

For vendors paid by card, these categories are pre-determined by the credit card provider and are tied to the category restrictions you may set for card purchases. Learn more about setting up category restrictions here. 

Please note that categories for vendors paid by card cannot be changed.

You can now select a category to classify non-card spend vendors paid on Bill Pay. This classification is helpful when filtering and sorting vendors within the Vendor Management tab.

Contracts and documents

Ramp allows you to easily upload and store critical documents relevant to your vendor within the Vendor Management tab. 

Simply click on the vendor and drag in the desired document. 

Once a document is uploaded, you can select the type of file that has been uploaded. File options include:

• Contracts
• W9 & Tax Information 
• Payment Instructions
• Other

Contract parsing

If the selected file type is “Contracts”, Ramp will parse the contract for you and extract key contract details like contract amount, payment frequency, contract start/end dates. 

Learn more about our contract upload and parse feature here. Please note that this feature is currently being rolled out using a phased approach.

Vendor price intelligence

Ramp allows customers to access Price Intelligence data on key vendors to help them understand if they are paying too much for software. Learn more about Price Intelligence on Ramp here. 

Price Intelligence data is supported for the following vendors:

Vendor custom fields

This is available to Ramp Plus customers.

As an Admin or Bookkeeper, by clicking on the "..." menu in the top right, you'll see the option for "Custom fields." This is how you can create custom tracking fields for vendors to build your source of truth for vendors on Ramp.

Create vendor custom fields

Choose any type of data to add to your vendor profiles.

Set custom fields on vendors

Once you've saved the vendor custom fields, you can edit the values of those fields per vendor on the "Custom fields" tab.

Import custom field values

Filter for vendors with custom fields