This article outlines the step-by-step process a supplier's Vendor Admin follows to upload and link compliance documents (such as insurance certificates) to a Supplier List client owns or manages. Understanding this process will help you assist suppliers when compliance requirements are outstanding.

Prerequisites

• The Supplier List must have compliance requirements added by the Super Admin or Panel Administrator.
• The supplier must have the Vendor Admin role to provide these documents.

Supplier Steps: Submitting a compliance requirement for the first time

If the compliance item is being uploaded for the first time, the Vendor Admin follows these steps, which links the document to the Supplier List and creates a master compliance item for future use.

1. If the compliance item is being uploaded for the first time, the Vendor Admin follows these steps, which links the document to the Supplier List and creates a master compliance item for future use.
   From their homepage, the Vendor Admin clicks the Update compliance details link under the Critical Task section on the left.
   
   • Result: They are taken to the Supplier lists you manage page.
2. On the Supplier lists you manage page, they click the red Update button under the 'Required Compliances' column for the relevant list.
   
3. On the next page, they locate the required compliance item and click the Click here to create a new one link on the right-hand side.
   
   • Note: If you, as the List Owner, have provided comments (e.g., minimum coverage value), the Vendor Admin can hover over the speech bubble next to the item to view them.
4. They fill out the necessary details (e.g., policy number, issued by) as per their document.
   • The Name this master item field is for the supplier's internal use only.
   • The Insurance/accreditation type field will be locked to the required insurance type.
     
     
5. They click Continue.
6. On the next page, they click Click to select... and upload their certificate (PDF or JPG format).
   
   
7. Once the document is uploaded, they will be taken back to the list of compliance requirements on the list.
   

Results / Validation

After following the steps, the item will be uploaded and linked to the supplier's profile on the list. The status will display as Pending Approval by the List Owner (you).

What's Next / Related

• Reviewing Submissions: Once submitted, the item is sent to the List Owner for review. Suppliers are notified via email only if their submission is declined.
• Buyer/Admin Information: You can find information on how the Super Admin or Panel Administrators can add compliance requirements here: Adding Compliance Requirements.

Update Process:

Managing Master Compliance Items

Once the supplier has uploaded their first compliance item, a master list is created. This master list allows them to add new items and view, edit, or delete existing ones without re-uploading the documents for every list.

Accessing the Master List

The Vendor Admin accesses the master list by clicking the Edit master compliance items link under the Admin Tools menu.

• Note: They can hover over the item name to see details like 'Issued By' or 'Policy/Doc no.'.
• Clicking view under 'Certificate of currency' allows them to download the document.
• They can edit the details or delete an item (if it's not linked to any Supplier Lists) using the buttons on the far right.
  

Adding a New Compliance Item to the Master List

1. On the master list page, they click the Add new button.
2. They fill out the necessary details as per their document.
   • Important: The Insurance/accreditation type they select must match the compliance requirement you have set (e.g., they must select Public Liability if the requirement is for Public Liability).
3. They click Continue.
4. They click Click to select... and upload their certificate (PDF or JPG format).
5. They click Continue to finish creating this compliance item.

Linking an Existing Compliance Item to a Supplier List

If a supplier has already uploaded a compliance item to their master list, they can link it to another relevant Supplier List without re-uploading the document.

1. They select Supplier lists you manage under the Admin Tools menu.
   
2. They click the red Update button under the 'Required Compliances' column, next to the relevant Supplier List.
   
   
3. For each required compliance item, any master items that match the required insurance type will be displayed. They click the link button next to the compliance item(s) they wish to link to the list.
   

Required Updates to Compliance Items

If you, as the List Owner, have requested an update or the supplier receives a notification for an update, the supplier must address one of the following:

• Expiration: Expiration: The item is due to expire. The Vendor Admin must Edit the master compliance item (see Managing Master Compliance Items above) to upload new, updated documents.
• Supplier Email Notifications for Expiry: Suppliers receive automated email notifications based on the following schedule:
  • Compliance expiring: Sent fourteen days prior to the expiry date.
  • Compliance update required: Sent immediately after compliance expires and it is unlinked from the panel.
  • Compliance overdue: Sent every fourteen days after compliance expires, for twelve weeks (a total of six occurrences).
• Declined Submission: The information they provided was declined. They will need to provide new, correct information by editing the master item.
• Not Linked: The document was uploaded to the master list but was never linked to the relevant Supplier List. They must follow the steps under Linking an Existing Compliance Item to a Supplier List.