Requirement: Suppliers Tab

The Suppliers tab on a Requirement stores your associated suppliers. These are suppliers that have either:

• Participated in an RFX linked to the requirement and either been qualified or disqualified.
  • When you conduct a procurement exercise linked to the Requirement, suppliers will automatically be populated in here once a decision is confirmed. Please see here for guidance
• Been added to the Requirement manually. 
  • If you wish to direct award suppliers or want to add a supplier outside of conducting a procurement exercise, suppliers can be added manually. Please click here for guidance on manually adding suppliers.

Here is what you can do from this tab:

Manually add suppliers

If y

Import Suppliers

If you have a lot of suppliers to manually add onto the Requirement, you can do a bulk import. This allows you to also import suppliers that aren't already on the software, so you don't have to add each of them as contacts first.

Please see here for guidance on importing suppliers

Filter and report

You can filter this screen to just show supplier awarded specific categories/lots by searching for the Category name, e.g. "Offset printing" or "lot 3". The search must include the quotation marks. 

• Use the Excel and PDF buttons to export the filtered table
• Categories are listed on Export to Excel or PDF

Review suppliers

You can see information about the supplier in relation to the Requirement, including

• The Status of the supplier, whether they're Qualified, Live or Disqualified
• The response of any Tender Questionnaire exercises a supplier has participated in

From here you can: 

• Manually qualify a Supplier (see below for further information)
• Import Suppliers (see here for more information)
• See the supplier's status
• Set your 'Lead' Supplier
• Provide a reference for the supplier - optional, and at each sites discretion
• See the the results of Tender Questionnaire exercises (by clicking 'Questionnaires')
  • View Results = Shows Qualification decision of a Tender Questionnaire / View Response = See Answers provided in Tender Questionnaire
• See and set the Categories/Lots the Supplier is awarded (by clicking 'Categories')
• If applicable, track the Spend set-up against the Supplier
• Download a list of the suppliers held against the Requirement

• You will also be able to see the Qualification result of each supplier in this tab following participation in a tender Questionnaire.
  •  It shows each suppliers Qualification status next to each supplier, and you are also able to click into 'Questionnaires' next to each supplier, to view further details.
  • You can also make a supplier live against lot(s)/category(s) - see here for more information.
• Here you can also manually qualify a supplier for a contract. (This only means that they are capable – not that they have been awarded the contract)
  • Click Manually qualify a Supplier and then search for the relevant one(s). 
  • A pop up message will then appear asking Are you sure? Ensure to double check the correct supplier has been selected and click Ok, if you do not wish to proceed with the supplier you have selected click Close.
  • NB: If the wrong supplier is manually qualified the action cannot be undone.
• You can also add a Reference for each specific supplier.

There is also the option to filter suppliers awarded specific lots by searching for the lot number or name e.g. "Offset printing" or "lot 3". The search must include the quotation marks. 

• Use the Excel and PDF buttons to export the filtered table
• Categories are listed on Export to Excel or PDF

Populating/Qualifying/Making Live through a Tender Questionnaire

If you are conducting a procurement exercise on the software using a Tender Questionnaire, the Suppliers will be automatically populated on the 'Suppliers' tab once you have qualified/disqualified the supplier upon moderation. See here for more information when qualifying/awarding a supplier via a Tender Questionnaire.

Manually Qualifying a Supplier / Direct Award

If you are issuing a Direct Award/ maintaining a Contracts Register/ Manually qualifying suppliers not through a Tender Questionnaire, you can manually populate the Supplier list. See here for more information. 

Expiring Documents

See here for information on the Document Expiry workflow.