Adding A New Supplier

This guide provides a step-by-step process for adding a new supplier.

Creating a supplier record ensures all supplier-related information is stored centrally, improving procurement efficiency, compliance tracking, and document management.

When to Use This Feature

• When onboarding a new supplier to the system.

• When storing supplier details for future sourcing, contract management, or compliance tracking.

• When linking suppliers to locations, industries, and departments for better data organization.

• When assigning supplier contacts for communication and collaboration.

📌 Tips

Step-by-Step Guide: Adding a New Supplier

Step 1: Navigate to Supplier Management

1. Click on Supplier Management from the left-hand menu.

2. Click on the 'Suppliers' sub-menu.

Step 2: Click on Add New Supplier

1. Locate the 'Add New Supplier' button at the top of the supplier table and click on it.

Step 3: Fill Out the Supplier Details

1. A popup window will appear on the left-hand side.

2. Enter all mandatory fields, including supplier name, description, contact details, and industry classification.

Step 4: Add a Supplier Email Address

1. In the Email Address field, enter a valid supplier email.

   • This email can be used for:

     • Requesting supplier and contract documentation.

     • Sending eSourcing activities for participation.

   • Additional supplier contacts can be added later once the supplier record is created.

Step 5: Confirm Supplier Preferences

1. Indicate whether the supplier is a preferred supplier.

   • Preferred suppliers may have priority in contracting or sourcing activities.

Step 6: Submit the Supplier Record

1. Click on the 'Submit' button to finalise supplier creation.

📌 Once submitted, the supplier record will be created and stored in the system.

Step 7: Adding More Supplier Information (Optional)

1. After submission, a popup will appear asking if you want to add more details to the supplier record.

2. Click 'Yes' to access the supplier profile page where you can:

   • Add more supplier contacts.

   • Define payment terms.

   • Upload or request compliance documentation.

   • Assign additional supplier owners.

   • Adding the supplier's website URL in the Contact Info tab will automatically populate their logo.

Mandatory Fields When Creating a Supplier

Certain fields must be completed to ensure high-quality data, improve searchability using table filters, and enhance usability across modules.

The mandatory fields when creating a supplier are:

• Supplier Name – The official name of the supplier.

• Description/Notes – Additional details about the supplier’s services or products.

• Supplier ID – A unique identifier for tracking the supplier.

• Contact Name – The name of the supplier’s primary contact person.

• Email Address (Supplier's) – The primary contact email used for communication.

• Confirm Email Address – Ensures accuracy by requiring confirmation of the supplier’s email.

• Supplier Industry – Defines the supplier’s business sector for classification and reporting.

Quick Record Creation When Creating a Supplier

To improve usability, the system allows users to create dependent records while adding a new supplier.

For example:

• If the associated Location is not yet available in the system, users can add a new location on the spot by selecting '+ New Location' from the Location dropdown.

• This prevents workflow interruptions by eliminating the need to navigate away from the supplier creation process.

Available Configurations When Creating a Supplier

When adding a supplier, users can configure the values in dropdown fields.

📌 By default, the system provides predefined dropdown values, but these can be modified to match an organisation’s requirements. Dropdown values can be updated in the Configurations page under Settings.

The configurable fields when creating a supplier include:

• Supplier Type – Defines whether the supplier is a manufacturer, distributor, service provider, etc.

• Industry – Categorizes the supplier’s business sector.

• Sub Industry – Provides further classification within the selected industry.

📌 The Location and Department fields can also be customised and are managed in their respective sections within Settings.

Key Considerations & Best Practices

✅ Ensure Mandatory Fields Are Complete – Missing required fields will prevent supplier creation.

✅ Use Consistent Naming Conventions – Helps with searchability and reporting.

✅ Verify Email Addresses Before Submission – Ensures accurate supplier communication.

✅ Utilise Quick Record Creation – Create new locations and departments directly from the supplier form if needed.

✅ Regularly Update Supplier Records – Keep supplier information accurate and up to date.

Additional Resources

📌 Related User Guides:

• Managing Supplier Compliance Documentation – How to request and upload compliance documents.

• Supplier Evaluation – Using scorecards to assess supplier performance.