This article provides the step-by-step process for Panel Administrators and Super Admins to create a new Supplier List. Supplier Lists are essential for managing panels, registers, contracts, and other supplier arrangements.
Prerequisites
- You must have the Super Admin or Panel Administrator role.
Steps
Follow these steps to create a new Supplier List using the Supplier List Wizard:
1. Access the Supplier Lists Page
- Navigate to the Admin Tools menu.
- Select Enterprise Supplier Lists.
2. Start the Creation Wizard
- Click the Add New button.
- Expected Result: The Supplier List Wizard will open, starting with the Basic Details step.
3. Basic Details
- Enter the list's Name and a brief Description.
- Optionally, add a Contract Number and select a list Type.
- Click Save and Continue to move to the next step.
4. Linked Categories
All Supplier Lists must utilise Categories to organise Suppliers registered on the list. We suggest using a category structure that divides your Suppliers into groups to ensure that Buyers using the list will be able to filter Suppliers by category. Your categories and subcategories are created outside of the Supplier List Wizard. You can click the Create more categories button to navigate to the Manage Categories section of your enterprise to create new ones.
- To add a category to the Supplier List, select the category on the left.
- Highlight the relevant subcategories on the right.
- Click the Add selected categories button to add these to the list.
- Click Continue to move to the next step.
5. Supplier Compliance
You can select the required compliances that suppliers should provide to meet this list's compliance standards. If you add a compliance requirement, Suppliers will be required to upload the requested documents after they have registered, even if the list or their registration is currently inactive (prior to approval onto the list).
- To add a compliance requirement, select the compliance type from the drop-down menu and click Add selected.
- (Optional) To add comments explaining specific requirements or expectations (e.g., minimum coverage value), click the speech bubble icon to the right.
- To delete a compliance requirement, click the bin icon.
- Click Save and Continue to move to the next step.
6. Add Files
Any files that are relevant to the Supplier List can be uploaded here. You can decide who has visibility of the file by ticking the boxes in the relevant columns to the right of the file name. If a request is created using this list, the uploaded files will be included in the Request Download Package as List Docs if the user type downloading the package has been given access.
- Upload any files that are relevant to the Supplier List.
- Tick the boxes in the relevant columns to control file visibility. The columns represent:
- V = Vendors
- B = Buyers
- A = Administrators
- S = Shared Users
- NOTE: Shared Users are the Admins and Buyers from organisations with whom you share this Supplier List. This is only relevant if you have enabled list sharing and are actively sharing the list with one or more organisations. Either 'B' or 'A' must also be ticked to allow Shared Users access.
- Click Save and Continue to move to the next step.
7. Settings & Options
This step allows you to configure the Supplier List’s functionality. The options available will depend on the settings enabled for your enterprise. Once you have selected the relevant options, click Save and Continue to progress to the next step.
The basic settings in this step cover:
- Expiry Date for the Supplier List: This is an optional setting. When you set an expiry date and a reminder, all Panel Administrators will receive a notification at the set time for the reminder regarding the upcoming expiry date.
- List Configuration: Adding 'Tags' allow you to include supplemental Supplier List information against the List Name for suppliers when they view the list in their account. These tags can also be used to enhance list filtering in the RFx Wizard.
- Buyer Configuration: You can set whether Buyers are able to filter and select Suppliers on the list when creating a request. If 'filtering not allowed' is selected, then when a Buyer creates a request they will need to select all Suppliers on the list.
- Supplier Configuration: These are settings specific to the Suppliers on your list, including allowing them to 'self-register' on the list via a link, whether suppliers need to be manually approved on the list, whether they are able to manage their own status on the list (active/inactive, delete themselves from the list), managing their own Local Groups and categories, etc.
- List Ownership: The Panel Administrator you select to own the list will appear as the point of contact for this list when Buyers and Suppliers view the List Details. Regardless of who owns the list, all Panel Administrators can manage the list's settings and the suppliers registered on the list. You can update who owns the list at a later date (see Transferring Ownership of a Panel (Supplier List) for more information).
8. Supplier Filter Tags
Filter Tags are used to label or tag Suppliers. This creates an additional filtering capability for Buyers when selecting suppliers on a request, which goes beyond the category and subcategory filtering method. Filter Tags are created outside of the Supplier List Wizard. You can click the Create more global filter tags button to create a new filter tag, or find more information in the Creating & Assigning Filter Tags article.
- To enable created Filter Tags on your list, select the relevant Tags.
- Select the Yes option for Enabling Filter Tags.
- Once you have created the list and Suppliers have registered, you will be able to allocate the Filter Tags to them.
- Click Save and Continue to move to the next step.
9. Supplier Qualification
Qualification requirements can be added to your list, which prompts Suppliers to provide, fill in, or complete these requirements once they have registered on the list. If you are setting qualification requirements, you must select the Yes - enable all active items option at the bottom of the page to make them accessible to Suppliers before clicking Save and Continue.
- To add a qualification requirement to your Supplier List, click the Add new item button.
- Fill out the necessary fields (Name & Description) and review all settings before clicking Next.
- Step 2: You can upload a template/document that will be visible to Suppliers.
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Step 3 (Questions): You can create statements and/or questions for the supplier to view/acknowledge/answer.
- Click the Edit questions button.
- Click the Add new item button.
- Type in the statement/question in the textbox.
- Select the format that suppliers respond in. You can also set whether the answer is mandatory.
- Click Add another new item to save and add another, or click Save below when finished.
- Click Save to save your upload/questions.
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Step 4: Select the Make active option if the qualification requirement is ready to be made available to Suppliers.
- Click Save and finish to complete that qualification requirement.
- Click Save and Continue to move to the next step.
10. Rate Cards
Rate Card templates are created outside of the Supplier List Wizard and then attached to the Supplier List. You can find instructions on how to create them in Creating Rate Card Templates. Once attached, an active rate card will be visible to Suppliers registered on the list and they will be prompted to complete it, while an inactive rate card will not be accessible or visible to them.
- At the Rate Cards step, click the Pick template button.
- Select copy to the right of the relevant rate card to attach it.
- You will be taken to the rate card setup to make any necessary changes for your list.
- Click Complete this rate card and then review and save each step, making any necessary changes.
- Choose the active status for the rate card (Active means visible to Suppliers).
- Select to assign the rate card to selected suppliers or automatically apply it to all current suppliers.
- Dictate whether future suppliers will automatically be assigned the rate card or manually selected.
- Click Continue when you've made your selections to complete the Rate Card setup for the list.
- You can add another Rate Card Template by repeating the process above.
- Click Save and Continue to move to the next step.
11. List Complete
This is the final step of creating a Supplier List. You need to set the list to either Active or Inactive, depending on your Supplier onboarding process and how you plan to begin using the list. Once you select the relevant options, click Update and Save to complete the list.
- Active: Active Supplier Lists are visible to both Suppliers and Buyers and can be used to issue Requests. Only the active Suppliers on an active list will be visible to Buyers and can be invited to Requests, although individual Suppliers on an active list can still be set to inactive.
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Inactive: An inactive list is visible to Suppliers registered on that list. Buyers will not have visibility of the list while it is inactive, and it cannot be used to issue Requests. This status allows Suppliers to view and respond to compliance, qualification, or rate card requirements before you approve them onto the list and make it visible to Buyers.
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Hiding an Inactive List: If a list is set to Inactive, you have the option to make it hidden from your Enterprise Supplier Lists and from the Supplier's accounts.
- This means the list will not appear among your other Enterprise Supplier Lists and cannot be viewed by Suppliers or Buyers.
- The list is still used for reporting, and you can still view the Supplier registrations for that list along with any Requests it was used for.
- Your hidden lists can be accessed by clicking 'Include hidden panel(s)' on the upper right of the Enterprise Supplier Lists Page.
- If the Supplier List will no longer be in use, it is recommended that it is hidden. (See: Closing & Hiding a Supplier List for more information).
- Select the relevant options and click Update and Save to complete the list.
Results / Validation
To confirm the list was created and set up correctly, check the following:
- The new list appears on the Enterprise Supplier Lists page.
- The list is set to Active or Inactive as intended.
- If set to Hidden, click Include hidden panel(s) to view it.