Who is this article for?

Users who manage Product records on the system.

Supplier User (SUPUSR)permissions are required.

All new Products have to be approved before you should purchase them. The Review/Approval criteria is enforced from the selected Product Type. This article guides you through the process of adding Products and defining their approval process.

1. Accessing Product Records
2. Creating Product Records
3. Reviewing Products
   • Product Approval with Review
   • Product Approval without Review
   • Fixed Target Dates

1. Accessing Product Records

To access Product records:

1. Go to Supplier Manager.
2. Select Products.

You will be presented with the Products list.

2. Creating Product Records

To create a new record:

1. Select the New Product icon in the Products header bar.
   You should see the Product Type details screen.

2. Enter a Code and Name for the Product.
3. Add a Description of the Product.
4. Choose a Product Type from the dropdown.
5. Provide an optional RRP.
6. Select an Owner or Owner Group if different from yourself.
7. Click the Save icon to the right in the Product Details header bar.
   The following system message will be displayed:

8. Click OK.

You will now be taken to a Product details screen.

From here, you can now supply a range of additional information such as Organisational Areas, Standards, Products and Associated Items. You can also attach any relevant Documents.

3. Reviewing Products

Review methods define how the Product review should be conducted.

To find ongoing and completed reviews:

1. Go to Supplier Manager.
2. Select Supplier Manager.
3. Choose Products.
4. Switch to the "Reviews" tab.

You will see the Reviews list screen.

Product Approval with Review

To trigger a review:

1. Open the Product details screen of the Draft Product that requires Approval.

2. Select the Send for Review icon located to the right in the Product details header bar.
   You will see a system dialog asking for confirmation.

3. Click OK.
   This will trigger a success system dialog.

This will issue the first action in the review workflow and send it to the action Owner's To-Do list, and if setup to do so, they will also receive an email.

When the last action in the review workflow has been completed the Product will be Approved.

You can also send the Product for review from the "Reviews" tab in the Product details screen by selecting the Send for Review icon located to the right in the Reviews header bar.

If any additional metadata has been associated with the Product Type and set as mandatory, those fields must be completed before the Product can be sent for review.

Product Approval without Review

To trigger an approval:

1. Open the Product details screen of the Draft Product that requires Approval.

2. Select the Approve icon located to the right in the Product details header bar.
   You will see a system dialog asking for confirmation.

3. Click OK.
   This will trigger a success system dialog.

Fixed Target Dates

Setting a fixed target date allows you to specify the date that the reviews are required to be completed based on a repeat basis.

With standard repeat reviews, the next review date will be scheduled based on the completion date of the previous review. With fixed target dates, the review date will stay consistent, regardless of if the previous review was completed early or late.

As an example, if the fixed target date was set to 12th October with a 12 month frequency, the review will be due again each year on the 12th October.

To set a fixed target date:

1. Open the Product details screen of the Product you wish to set a Fixed Target Date for.

2. Ensure that Repeat has been enabled.
3. Tick the Use Fixed Target Date box.
   This will reveal additional fields.

4. Enter the target date in the Fixed Target Date field.
5. Enter the number of weeks before the Target Date that the review should be started: Start Review ‘x’ weeks before.