Approving and Rejecting Suppliers

In oboloo's Supplier Management module, you can manage supplier approvals through a structured workflow. This guide details the step-by-step process for approving suppliers.

This guide will walk you through the supplier approval process, including how to request approval, approve or reject a supplier, and how to manage unapproved suppliers.

Requesting Approval For A Supplier Record

The supplier approval functionality allows users to streamline the approval process by assigning an approver directly during supplier creation.

Step 1: Enable the Approval Requirement

1. Navigate to the Create New Supplier Record Popup

   • Click on the Create New Supplier Record button above the Supplier Management Table.

2. Locate the Approval Toggle

   • At the bottom of the form, find the toggle switch labeled "Does this supplier need to be approved?"

3. Enable or Disable Approval Requirement

   • Yes: The approval process is enabled, and an approver must be assigned.

   • No: The supplier record is created immediately without requiring approval.

Step 2: Assign an Approver (If Approval is Enabled)

1. If the toggle is set to "Yes", a dropdown menu will appear.

2. This dropdown lists all active users with supplier approval permissions

3. Select an approver from the dropdown list.

4. Save the supplier record to initiate the approval process.

📌 Additional Notes:

• If "No" is selected, the supplier does not require approval and is immediately added to the system.

• Suppliers awaiting approval do not appear by default in the main Supplier Management Table.

  • To view them, use the "Supplier State" filter and select "Unapproved" or "Rejected".

🚀 Efficient Workflow: The approval process ensures that suppliers are reviewed without the need for separate emails or manual follow-ups, as notifications are automatically sent to the assigned approver.

Approving a Supplier

Once an approver is assigned, the system automatically notifies them through:

📧 Email Notification

• The approver receives an email with a link to the supplier record.

• This allows them to quickly access and approve the supplier.

🔔 In-System Notification

• The approver will also see an in-platform notification informing them that a supplier requires approval.

How to Approve a Supplier

1. Open the Supplier Profile

   • Click the link in the email or navigate to the Supplier Management section and search for the supplier.

2. Click on "Approve Supplier"

   • If you are the assigned approver, you will see an "Approve Supplier" button on the supplier profile page.

   • Click this button to finalize the approval.

3. Approval Confirmation

• Once approved, a record of the approval will appear under the "Approval Log" tab of the supplier's profile.

📌 Approval Transparency: The supplier's status will update to reflect the completion of the approval process.

Rejecting a Supplier

If a supplier does not meet the required criteria, the approver can reject the supplier.

1. Click "Reject Supplier"

   • This button is located next to the "Approve Supplier" button.

2. Provide a Justification for Rejection

   • A prompt will appear asking the approver to enter a reason for rejection.

3. Rejection Notification

• The rejection is logged in the "Approval Log" tab under the supplier's profile.

• The supplier creator will receive an email notification with the rejection reason.

4. Requesting Re-Approval

• The supplier creator can resubmit the supplier for approval by clicking "Send for Approval" at the bottom of the supplier profile page.

📌 Handling Unapproved Suppliers:

• Unapproved suppliers do not appear in the main supplier list by default.

• To view them, use the "Supplier State" filter and select "Unapproved".

• Once a supplier is approved, it automatically moves to the active supplier list.

Key Considerations & Best Practices

✅ Ensure You Have Approval Permissions – Only users with the correct access can approve suppliers.

✅ Use the Approval Log for Transparency – All approvals and rejections are documented for future reference.

✅ Utilize Filters to Find Unapproved Suppliers – Suppliers awaiting approval are hidden from the main list until they are approved.

✅ Provide Justifications for Rejections – Clearly explaining why a supplier was rejected helps the creator make necessary adjustments before resubmitting.

✅ Leverage Notifications for Efficient Approvals – The system automatically alerts approvers, eliminating the need for manual follow-ups.

Additional Resources

📌 Related User Guides:

• User Access Rights – Understanding who can approve suppliers.