Who is this article for?

Users who manage Supplier records on the system.

Supplier User (SUPUSR)permissions are required.

Before you can start purchasing Products, the Supplier you are working with needs to go through an approval process. The Review/Approval criteria is enforced from the selected Supplier Type. This article walks you through the process of adding Suppliers and establishing their approval process.

1. Accessing Supplier Records
2. Creating Supplier Records
3. Accessing Supplier Reviews
4. Reviewing Suppliers
   • Workflow Supplier Review
   • Manual Supplier Review
   • Fixed Target Dates

1. Accessing Supplier Records

To access Product records:

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

You will be presented with the Suppliers list.

2. Creating Supplier Records

To create a new record:

1. Navigate to Supplier Manager.
2. Select New.
   You will be presented with the Supplier details screen.

3. Enter a Name for the Supplier.
4. Choose a Supplier Type from the dropdown.
5. Click the Save icon to the right in the Supplier details header bar.
   The following system message will be displayed:

6. Click OK.

You will now be taken to a Supplier details screen.

From here, you can now choose a Category, provide a Description, and attach an Address to the record.

3. Accessing Supplier Reviews

Review methods define how the Supplier review should be conducted.

To find ongoing and completed reviews:

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

You will see the Reviews list screen.

Select anywhere in the record row to view the details of the review.

Documentation attached to the review can be viewed by selecting the View Attached Documents icon located to the right in the Review Details header bar.

4. Reviewing Suppliers

Workflow Supplier Review

To trigger a workflow review:

1. Click the New Review icon located to the right in the Reviews header bar.
   A blank Review details screen will be displayed.

2. Select the Workflow Review Type radio button.
   This will refresh the details screen.

3. Choose a mandatory Workflow from the dropdown.
4. Tick the Enforce Document Attachment box if the review requires documentary evidence to be attached.
5. Tick the Repeat box.
   You should see the following fields:

6. Enter a Frequency (number of months that the review should be run).
7. Define a Remind value (number of weeks prior to the review that the Supplier Owner is sent a reminder notification email).
8. Complete Withdraw (number of weeks after an incomplete Supplier Review that the Supplier status is set to Withdrawn).
9. Define a Target Period if the Supplier review has a deadline
10. Click the Save icon to the right in the Review Details header bar.
    The following system message screen will be displayed:

Once you click OK, the Review details screen will update. Any Actions with the Owner in red will need the Actionee selecting from the associated Group.

Actions may be removed by selecting the Delete Action icon to the right of the record row.

Additional Actions can be added by selecting the Add New Action icon located to the right in the Action List header bar.

Defined reviews can be deleted using the Delete icon to the right of the review record row.

Additional Reviews can be created by selecting the New Review icon to the right of the Reviews header bar.

Supplier reviews can be instigated by selecting the Send for Rereview icon located to the right in the Reviews header bar.

Manual Supplier Review

To trigger a workflow review:

1. Click the New Review icon located to the right in the Reviews header bar.
   A blank Review details screen will be displayed.

2. Select the Manual Review Type radio button.
   It should be selected by default.
3. Enter a Title.
4. Provide optional Advice specific to the Supplier.
5. Tick the Mandatory box if Suppliers of this type have to be reviewed before being approved.
6. Check the Enforce Document Attachment box if the review requires documentary evidence to be attached.
7. Tick the Repeat box.
   You should see the following fields:

8. Enter a Frequency (number of months that the review should be run).
9. Define a Remind value (number of weeks prior to the review that the Supplier Owner is sent a reminder notification email).
10. Complete Withdraw (number of weeks after an incomplete Supplier Review that the Supplier status is set to Withdrawn).
11. Define a Target Period if the Supplier review has a deadline
12. Click the Save icon to the right in the Review Details header bar.
    The following system message screen will be displayed:

Once you click OK, the Review details screen will update. Any Actions with the Owner in red will need the Actionee selecting from the associated Group.

Defined reviews can be deleted using the Delete icon to the right of the review record row.

Additional Reviews can be created by selecting the New Review icon to the right of the Reviews header bar.

Supplier reviews can be instigated by selecting the Send for Rereview icon located to the right in the Reviews header bar.

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 Supplier details screen of the Supplier 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.