Creating a Supplier contact in the system will allow you to a) associate any relevant records with a Supplier entity e.g. a complaint, and b) start working in the Supply Chain Management Module. Having Suppliers is a prerequisite for you being able to set up the Supply Chain Management Module.

1. Enter the name of the supplier
2. Enter your internal ID or code for this supplier if you have one.
3. Select a folder for your supplier (perhaps you want to organise your folders by supplier category e.g. Ingredient or Packaging). It is best practice to keep data tidy and organised in the system.
4. If the supplier you are adding has an additional code or reference number you can add it here.
5. Enter the supplier's phone details.
6. Enter the supplier's website details.
7. Enter the supplier's postal address details.
8. If the supplier's physical address details are the same then you can click "Same as Postal Address" to copy over the details.
9. The supplier's physical address drives the map. The supplier's location will automatically update in the map after you click 'Save'.
10. Add your supplier contacts here. Click 'Add Line' to add multiple contacts. Add an email and phone number for the contact person. This email will be used for email notifications that are sent to the supplier. The 24-hour-contact field should contain a full phone number (with a country code). We recommend that the main contact from the supplier who will be responsible for completing assessments in the supplier portal is located at the top of the list.

Notes: 

Pay particular attention to the email and 24-hour contact phone numbers. These contact details are used when the Supply Chain Management Module is sending out notifications and alerts.

The main contact for the supplier located at the top of the list is the contact that will automatically be set as responsible for documents collated in assessment doclists (regardless of who uploads them). If you are not using supplier portals and are completing assessments on behave of the supplier, it will be important to setup the contacts here to ensure suppliers don't get notifications. Some options below include: 

The main contact for the supplier is added into the Notes section and you add yourself (someone from your company) as the main contact. 

Add the supplier's main contact name and surname but remove/don't fill in the email address field and when the assigned assessor will be adding a document on behalf the main contact, the main contact will show as responsible for the document but no alerts will be received by supplier.

1. Select a supplier category for the supplier you are adding (you can add supplier categories in the Categories Module in Master Data).
2. Select your supplier's type e.g. broker, agent or manufacturer etc.
3. You can add here additional categories associated with the supplier.
4. Add the supplier establishment numbers here. Use the Add Line button to add multiple numbers if applicable. Note: This information is only used in the new Receiving and Inspection Module.
5. If you have any notes or comments on the supplier, they can be added here.

Note: If you do not have any categories to choose from you can leave the fields blank or you can add supplier categories and types in the Categories Module in Master Data.

1. Create/choose the folder location for this supplier's documents. Here you are defining the folder within your Documents Module where the supplier's documentation will be uploaded to when the supplier is completing assessments and attaching documents in the supplier portal. You can create a folder for your new supplier by clicking on an existing folder (or the main Documents folder) under which you want to create a sub-folder for the supplier, and then click New Folder. Type the name of the folder i.e., the suppliers name. After adding the folder ensure it is selected i.e., the grey line is on the folder. If you do not choose/create a specific folder, and the supplier provides you documents through the portal, the supplier's documents will be automatically uploaded to a folder (with supplier's name) beneath a main grey folder called 'Supplier Files'. The folder will appear automatically only after the supplier attaches documents in an assessment for the first time. Note: Sometimes after creating and selecting the folder a notification may appear to indicate the supplier name doesn't match the name of the documents folder 'Warning. Selected folder name does not match the name of the supplier'. You can still proceed to move on and save the supplier form even if they don't match.
2. Just like the Documents module, you can assign users to approve documents when they are uploaded or changed. Click 'Add Line' to add multiple people to the approval workflow.
3. You can set who will review the documentation.
4. You can set who will approve the documentation. You can choose to have some people first review and then move on to some final approvers. You can decide to just set approvers and have no reviewing.
5. You can assign users to receive email notifications each time a document is uploaded and fully approved or changed by the supplier (notify of change).

In the supplier relationship section, you can associate and define (if applicable) any relationships your supplier has with other suppliers e.g. perhaps the supplier you are adding only manufactures materials, but they are supplied to you by an agent or broker. Or perhaps you are adding a supplier who is a broker and you want to define all the manufacturers associated with the broker. Generally, an agent/broker is a 'Parent' and the manufacturers beneath them are known as children or 'Child'.

It is important to note that if you define relationships when adding a new supplier, the suppliers you are associating will automatically update in the system to account for the new supplier’s relationship with them e.g. for your supplier A&J Seafood above, we are associating the broker (Parent) Choco Company. Choco Company’s details in Master Data will automatically update to show that A&J Seafood is a 'Child' to Choco Company.

1. This is the supplier's identifier number. It will appear here automatically after you select the supplier.
2. This is the supplier's name, click into the field and choose the supplier's name.
3. Define the relationship the supplier you have just selected has with the supplier your adding in the system. Choose either Parent or Child from the drop-down.
4. If the supplier you have just selected has been associated with a particular supplier category e.g. ingredient or packaging, it will automatically appear here.
5. If the supplier you have just selected has been associated with a particular supplier type e.g. agent or manufacturer, it will automatically appear here.
6. The risk of the supplier will automatically appear here. The risk appearing here will come from the most recent supplier assessment record completed (If the risk assessment stage was enabled and completed in the assessment record). This will appear blank if there has been no risk assessment.
7. The approval status of the supplier will automatically appear here. The approval status comes from the most recently completed assessment record for the supplier (approval stage). If no assessment has been completed this will appear blank.
8. If relationships are defined here and later a supplier is archived in Master Data, the box 'Archived' will be ticked to show this.
9. You can quickly access the supplier you have selected by clicking 'View'.
10. Add as many relationships as required by clicking 'Add Line'.

When you add a supplier you can define the material relationships i.e. associate the materials they provide you. If you do not have the materials in MasterData yet when you are adding the material you will be able to associate the suppliers of the material. When you do this the materials will appear automatically here in the supplier's page of MasterData and vice versa i.e. when you add the materials here in the supplier page, each of the materials added will update in MasterData to show who the suppliers are.

1. This is the material's identifier number. It will appear here automatically after you select the material.
2. This is the material's name, click into the field and choose the material.
3. This is the code or identifier the supplier identifies the material as. When you add a new material in this section you can add the code here. When you associate a material to the supplier here in the supplier's MasterData page, after saving, the supplier relationship section in the material MasterData page will automatically update.
4. This is the material code or identifier you have for the material as assigned in the material's MasterData page in the field called 'Our Material Code'. It will appear here automatically.
5. Define the relationship the supplier you are adding has with the material you have selected. Choose either Manufacturer or Supplied By (an agent or broker may only supply materials) from the drop-down.
6. If the material you have just selected has been associated with a particular material category e.g. packaging or raw meat, it will automatically appear here.
7. The risk of the material will automatically appear here. The risk appearing here will come from the most recent material assessment record completed (If the risk assessment stage was enabled and completed in the assessment record). This will appear blank if there has been no risk assessment.
8. The approval status of the material will automatically appear here. The approval status comes from the most recently completed assessment record for the material (approval stage). If no assessment has been completed this will appear blank.
9. If material relationships are defined here and later a material is archived in MasterData, the box 'Archived' will be ticked to indicate it has been archived and the relationship did previously exist.
10. You can quickly access the material MasterData form by clicking 'View'.
11. Add as many material relationships as required by clicking 'Add Line'.

If you have customers for who the supplier you are adding is approved (i.e. approved to supply materials that will go into making final products for the customer), you can add them here.

1. This is the customer's identifier number. It will appear here automatically after you select the customer.
2. This is the customer's name, click into the field and choose the customer.
3. The customer category will automatically appear here if completed in the customer's details in Master Data.
4. You can quickly access the customer you have selected by clicking 'View'.
5. Add as many customers as required by clicking 'Add Line'.