The first phase of the vendor data control process is to set up vendor data requirement schedules. Once contracts are awarded, required by dates are automatically allocated to each vendor data requirement and submissions can be expedited against these dates.

The second phase in the vendor data control process is to receive vendor data and distribute it for review. QVDMS supports such advanced features as auto numbering of incoming vendor data as well as capturing the vendors document numbers. On receipt, QVDMS immediately starts monitoring how long the vendor data has been with you for review to ensure that contractual obligations on response times are met.

While receiving vendor data, QVDMS forces the user to relate vendor documentation to the purchase order or contact that it relates to. The system does not however require that the vendor data received be linked to the requirements schedule at this stage. This is to ensure that the vendor data received can be quickly distributed to circulation lists without hold ups. The allocation of vendor documents received to vendor data requirements is however a key element in the QVDMS system but this can be performed at any stage within the review period.