SourceDogg

            Supplier Management

            Supplier Profile

            Introduction

            Each supplier registered in SourceDogg has a supplier profile created for them. By opening the supplier profile, the buyer can see the list of interactions with the given supplier, including the list of eRFx that the supplier was invited to, contact details, certifications, documents, etc. Every time a buyer requests any data from a supplier, this is automatically saved into a supplier profile and visible to the buyer at any stage.

            To access the supplier profile, the user needs to click on the Supplier Management button on the SourceDogg menu bar.

            After searching for a particular supplier, the user can open the supplier profile by clicking on the “View Full Profile” button.


            Supplier profile is opened in a separate browser window, with several tabs, each containing a different type of information.


            Overview

            Overview tab contains the basic information about supplier’s organisation as provided by the supplier. Below this, there is a list of tags that have been used by the buyer to categorise the supplier. This information can be used for fast search of the supplier.


            It also displays the activity rating of a supplier. SourceDogg uses a “traffic light” system, with a green circle meaning someone in this organisation has logged in their account in the last 14 days. In the case of an orange circle, there has not been any activity on the account for more than 14 days. For accounts with more than 6 months of inactivity, a red circle is shown.


            Below the activity rating, there is a list of supplier profile custom fields. These are internal fields set up by an admin of a buying organisation and can contain various types of information as defined by the buyer. There can be an unlimited number of custom fields created and they would be visible in each supplier’s profile. It is possible to define verification patterns for entering the data or use pre-defined drop-down lists. This ensures the accuracy and consistency of the entered information and helps for future reporting on the saved information. An admin user has the option to also define the colour of custom fields.


            Timeline

            In the ‘Timeline’ tab a list of contracts, requests, certificates and catalogue orders related to a particular supplier is displayed, along with their current status (e.g. current, responded, expired, etc.) The records are sorted from the newest to oldest. By clicking on the ‘Open’ button a user can access the records that will open in a separate window.


            Contact

            The ‘Contact’ tab lists all the contacts that were collected from the supplier over time using the contact type of question in the RFP. Every time new details are collected; these get automatically updated or added to the supplier’s profile.

            If an address is collected, a view link is added that will open a new window and can display the address in Google Maps.


            Responses

            In this tab, the user can access the list of all responses submitted by this supplier in the past, along with the date, score, price and status of the response. Clicking on the View button will open the request and allow the user to review the response.


            Certifications

            Here all the certification collected using the ‘Certificate’ question in the RFP are listed. The issue and expiry dates for each certificate, along with the title and the verification date are shown. By clicking on the cog button on the right, the user can view or verify certification.

            Suppliers are reminded on a regular basis when their certificates are expiring, and they are asked to update their certificates on SourceDogg. When they do this, the certificates are automatically shared in their supplier profile, ensuring the buyer has the most up to date certificates from all their supplier.



            Internal users of a buying organisation can verify the certificate by clicking on the verify certification button.


            Documents

            The ‘Documents’ tab contains all the files that the supplier submitted as part of an eRFX in the past. The view includes the date the file was submitted, the name of the eRFx, document type and the size of the document. By clicking on the document name, the user can download it from SourceDogg.


            Contracts

            The ‘Contracts’ tab lists all the contracts with the given supplier. It also displays the values entered for the custom fields as defined by the admin user. Up to 5 custom fields can be set up to be visible in this view.


            By clicking on the title of the contract user can access and edit the details of the contract. When using the cog button on the right hand of each contract, the user can select to edit, delete or download. They do as follows:

            Edit – opens the contract in a new browser window and the user can make changes to the contract

            Delete – this will delete the contract record from the repository.

            Download – this will download all the documents associated with the contract. All files will be downloaded in a single Zip file.


            Catalogues

            This tab shows the items (products and services) that the supplier priced in the past. Buyer can use this information to create catalogues of items and create order or new eRFx.


            By selecting the “Create New”, the user can create a new order pad and add the products from the catalogue to it.


            When the order pad is created by clicking on the “Add” button the products are then added to order.


            Clicking on the view button will open the order pad and allow the user to review all the items and quantities in the order.


            The order pad then can be used to generate order or to use the items in the order pad and create a new eRFx event.


            Notes

            In the notes tab, the buyer can save the internal notes related to a supplier. The existing notes are listed in chronological order. When adding the new notes, the user is able to attach files and save or post the note to the list.





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