Vendor FAQ
There’s no such thing as a dumb question.
What are the defined recommendation categories?
- Approved: Vendor has enrolled and provided all of the necessary documents required in order to become a compliant vendor based upon their risk level.
- Exempt: The vendor is not required to enroll and participate in this process. This vendor may be used in the same manner as an approved vendor.
- Incomplete: Vendor has enrolled and is missing one or more requirements to become fully approved. For Example, Vendor Service Agreement has not been signed, or Endorsements have not been provided on insurance.
- Pending: Vendor has enrolled and either has not yet provided all documentation or the documents provided contain errors. For Example – a W-9 is not signed or insurance coverage has expired.
- Declined: Vendor has enrolled and provided documentation however an item has been detected on the background screen. Examples – Bankruptcy, Liens, Criminal Records, etc.
How do I know which credentialing company to register with?
BH and B.HOM use RealPage Vendor Credentialing to manage vendor documents and approvals.
Are there fees for using the vendor credentialing services?
Yes, all vendors must pay a fee to enroll in RealPage Vendor Credentialing. Fees are based on whether a vendor is on-site or off-site. On-site vendors are companies that typically visit a property, while off-site vendors never visit properties.
Pricing is $99 for on-site vendors and $80 for off-site vendors.
If I'm already set up in the vendor credentialing system working with other management companies, does that mean I'm approved for BH or B.HOM?
No. You must be approved for BH or B.HOM even if you are set up in another company’s vendor credentialing system. We require different insurance and background checks than other companies.
How do I bill B.HOM?
Submit all invoices for B.HOM properties directly to the property for processing. VendorCafé is not currently available for B.HOM.
How do I bill BH?
BH requires vendors to register for either Yardi VendorCafé in order to bill the properties for goods and services rendered. Both methods speed up the invoicing process and allow for quicker payments to our vendors.
Where do I find the account number to set up the communities?
Each property should have a unique name or number assigned to it. We recommend using the same account number that you use in your own accounting system to identity each property. If you do not use account numbers, the property name can be unique. Please note that each property should have a unique name or number assigned.
I have some PO’s that were sent to me by mail, and I need to invoice for them. How do I do this?
Currently, the system only allows you to invoice for PO’s that are approved in the system. You should reach out to your contact at the property to be sure the PO is open and approved.
I don't think my VendorCafé account is active, and I have never logged in. What should I do?
You should have received an email from VendorCafe_Registration@yardi.com. This email has a big blue “Activate Account” link in the middle that will allow you to gain you access to the system. If you did not receive this email in your inbox, check your spam folder. If you still cannot find it or are having trouble receiving emails from Yardi, reach out to VendorCafé support at: VENDORCafe_support@yardi.com.
How do I get a co-worker their own login credentials for VendorCafé?
From the Contact Tab, click the “+ Add Additional Contact” and begin to fill in all fields in blue. Be sure to click “Create User for Contact” and either select them with Admin or Invoice Only privileges. This will send them a login email once you click “Save”.
The property code is not showing up when I enter in a new invoice, what do I do?
Start by clicking on “Property Name” to bring up a pop-up box with the properties. Select the correct property and click “OK”. This should auto-populate in the property name and property code automatically. If you still do not see it, reach out to your contact as the property may not be synced.
In VendorCafé, my payment status says "paid" but I have not received payment?
You can see the date the payment was released on the Payment Details tab of the invoice record. If you have allowed a reasonable time for the payment to arrive, reach out to your point of contact at the BH property for further support.
What do the invoice statuses mean?
- Keyed means the invoice has been entered.
- Keyed-Matched means the invoice has been received.
- Workflow in Progress means the invoice is in the approval process
- Paid Fully = processed and payment sent
- Rejected = there was an error; sent back to originator with note
Is there a way to tell in VendorCafé if an invoice went out correctly?
If there are items showing in the “Not Submitted” tab on the vendor dashboard, you have not yet submitted that invoice. You can also check by clicking on the “Pending Invoices” tab and make sure they went out. It can take up to 20 minutes for a newly entered invoice to show up under “Pending”.
Have questions?
Contact
For further assistance, contact RealPage Vendor Credentialing Support at (toll-free): 888-493-6938, or email VCcustomerservice@RealPage.com
