Vendor Location List and Location Onboarding

1.Vendor Location List

Once a vendor is selected at the vendor level, the related modules become editable.
To update information at the vendor location level, users must navigate to the Vendor Location List module.

This screen displays all locations associated with the selected vendor. From here, users can select a specific location to view or update its details.

2.Add Vendor Location:

To add a new vendor location, click the Add Location 1 button located in the top-right corner of the screen.
This will open the Location Onboarding form, where users can enter the necessary details for the new location.

2.1 Vendor Onboarding

A new location can be added by either:

• Entering the ICAO code, or
• Selecting a country and city.

If the user chooses to enter a 2 ICAO code, it must be selected from the dropdown list.
If the user opts for country and city, both fields must also be selected from their respective dropdowns.

The remaining fields are consistent for both options.

All fields on the first screen are mandatory, and the Save button will remain disabled until all required information is provided.

2.2 Vendor Onboarding Process

Slide 1: Basic Information

Users must complete all mandatory fields before proceeding:

• ICAO – Select the ICAO code from the dropdown menu.
• Location Name – Select the appropriate vendor location.
• Location Legal Name – Enter the legal name of the location.
• Company Website – Enter the official website of the company.
• Accounts Receivable Contact Name – Enter the name of the contact person responsible for receivables.
• Accounts Receivable Contact Phone Number – Enter the phone number of the contact.

Once all required fields are completed, users can proceed to the next slide.

Slide 2: Operational Questions

Users are prompted to answer a series of operational questions.
Based on these responses, the system determines the operation type.

At this stage, users can choose from the following options:

• Save – Save the current progress.
• Cancel – Exit without saving.
• Previous – Return to the previous slide to review or modify information.

Changes can be made until the information is saved and submitted.

Slide 3: Document Submission

This step involves submitting required documentation.
Users are asked whether banking details and owner information are the same as the parent company.

• If Yes: Only the Location UBO (Ultimate Beneficial Owner) form is required.

• If No: Both the Vendor level UBO 3 and Location UBO 4 forms must be submitted.

Slides 4-6:  Additional Questions

At this point, the Save and Resume Later option become available.

• If selected, the system will return the user to the Vendor Location List, and the onboarding status will be marked as Incomplete.
• Users can resume onboarding at any time by clicking the pencil icon next to the corresponding location.

Slide 7: Office Information

Any required information is marked with an asterisk (*):

• Office Address at Airport
  Enter the complete address, including:
  • Street
  • Country
  • State
  • City
  • Zip Code
• Location on Airfield
  Specify the designated area (e.g., runway, taxiway, apron, terminal, etc.).
• Air-to-Ground Frequency (ARINC)
  Provide the ARINC communication frequency used at this location.
• Overtime
  Indicate whether overtime can be requested.
  • If yes, specify the required advance notice period.
• Operating Hours
  Select the standard operating hours for the location.

Slide 8:  Handling Communication Details

The next slide outlines how communication responsibilities are managed. Users are required to specify whether communications are directed to their own team ("Self") or to another team ("Other").

• If 5 "Self" is selected, users must provide key operational details, including the operations phone number, primary operations email.

• If "Other" is selected, users must additionally select the appropriate ICAO fields to identify the party that will coordinate communication for Handling.

Slide 9: Coordination for Local Handling

This final slide specifies who will provide  the handling on the ground.  The requirement to complete this section is determined by the operational type established on Slide 2.

Once all required steps are completed, the user selects 6 Submit. The system will then:

• Save all entered data
• Redirect the user to the Vendor Location List

• Mark the location with a status of "Approval Pending"

   

3.Deleting a Location

To delete a location, click the trash icon 7 located next to the pencil icon. A confirmation prompt will appear — once confirmed, the location will be permanently removed from the list.

4.Searching for a Location

If multiple locations are listed, use the search bar 8 to filter the results. You can search by keywords such as airport name, city, vendor name, or other relevant details to quickly find a specific entry.

To edit a vendor location, please visit the next article: Vendor location- general information