Attention: All Associates

Updated New Vendor Packet

If you are responsible for setting up new vendors for your community or department, please make note of the updated new vendor packet, available on the right-hand sidebar of the Sourcing and Procurement page of Buzz.

Because the new vendor packet is a living document, updates are made often. Please be sure to delete any previous versions of the packet that you may have on file and always utilize the link on Buzz to ensure you are using the latest document each time you set up a new vendor.

Recent Vendor Notice About VendorCafe: Unreceived POs Can Hold Up Invoicing

Please be mindful that all vendors completing work should be registered and invoicing through VendorCafe. It is more important than ever that purchase orders are entered and approved prior to placing an order for goods or services and that purchase orders are received the same day that good are received, or work is completed. Failure to do so may cause delays in the vendor's ability to process their invoice.

The following notice was recently sent to our service vendors to ensure their understanding of our purchase order and invoicing process:

 Essex Property Trust is asking all its vendors to use VendorCafe to invoice us.  This allows you to see the status of all your orders and payments.  For an invite to VendorCafe, contact procurement@essex.com.
 
When using VendorCafe, please be aware of the following:

1. If a Purchase Order is created by Essex to request your products or services, you need to include the PO number in your invoice on VendorCafe.
2. The Purchase Order must be approved for you to see it, and received for you to invoice against it in VendorCafe.  Any issues with the PO, please contact the person who authorized the work.
3. If no Purchase Order is used, then you can leave the PO field blank and still invoice using VendorCafe.
4. If using a contract, the contract must be “Approved” for you to see and invoice against it using VendorCafe.  Any issues please contact CMSAdmin@essex.com for CMS/Redevelopment contracts and devinternal@essex.com for Development Contracts.

 
To learn more about invoices and the status of Purchase Orders and contracts, we offer you the link to a training video. 
(Buzz Note: This training link was included in the vendor letter and is being included here for informational purposes only, you do not need to visit this link.)

Should you need more information, you can contact vendorcafe_support@yardi.com.  VENDORCafé Support can walk you through invoicing at any time if you need help and there are training videos on the site under “Help”.
 
Thank you for using VendorCafe to invoice Essex and see the status of your payments, purchase orders and contracts. 
 

Please direct questions to procurement@essex.com.