Managing colleagues user account requests

N.B. This functionality is for Sourcing/eProcurement sites with Self Supplier Registration enabled. Please refer to the announcement on your site which will state if the site has Self Supplier Registration enabled.

Managing supplier account requests

When requesting an account on one of our sites, new users are required to provide details of their organisation. When the software detects a match between the details the new user provides and those of an existing organisation on the site, it will send an email notification to that existing organisation’s primary contact informing them that there is a new account request that needs their approval. 

All users already registered with the existing organisation will also be able to approve or reject the new account request, either via the link provided in the email or by following these steps:

• When you are logged onto Panacea Software, use the sidebar to go to Participate > Company Details. 
• On the page that now appears, click on the Contacts tab. Here you will see a list of the contacts belonging to your organisation.
• Any new user requests pending your approval will also appear in your list of contacts, with two buttons next to them saying Accept and Reject.
  • Selecting Reject will remove the contact from the system, and send the relevant user an email to inform them of their rejection.
  • Selecting Accept will add the user to the system as a contact of your organisation. They will then be sent an email to set up their password, after which they will be able to access Panacea’s functionalities and complete tasks for your organisation.

N.B. This functionality is only available on sites that manage their Sourcing/Procurement activity on the portal and the Supplier Self Service functionality has been enabled. 

How the software matches requests

When a user fills out the organisation details in the account creation form the system checks whether the organisation already exists based on specific fields they enter.

It does this by running through a set of matching rules in the following order (see below). These checks happen one by one, and as soon as one of them returns a match, the system links the new account to that existing organisation.

If more than one organisation matches, the system will send the account request to the Site Administrators to action. 

We strongly advise you to invite colleagues to the software where you anticipate/ expect other users will need to have access. More information can be found here.

Order of Matching Checks (from highest to lowest priority):

1. VAT Number
   • If the VAT number entered matches an existing organisation it will be considered a match.
2. PPON
   • If a matching PPON is found it will be linked to that organisation.
3. Identifier ID / Registration Number
   • If this number matches an existing organisation (excluding when the ID type is marked as Other) it is treated as a match.
4. DUNS Number
   • A match on DUNS number will link the record to that organisation.
5. Organisation Name AND Postcode
   • Both the name and postcode must match together for this to count as a valid match.
6. Registered Name AND Organisation Date of Registration
   • Both these values must match together to consider it a match.