Manage suppliers

The intended route is simple: procurement invites, the supplier fills in. There is no open self-registration.

The funnel

Onboarding is a funnel with an email at every step. The supplier can always see whether the ball is in their court — and that is the part that saves you follow-up calls.

For unknown suppliers there is an access request form with spam protection. It creates no account; it sends an email to procurement. It can be switched off if you do not want the channel.

For Swiss companies, master data can be pulled from the public commercial register via the UID. For instances without outbound network access the lookup can be disabled individually.

Return for correction instead of rejection

The most important state in the funnel: you return a registration with a mandatory reason. The supplier sees that they are up, and what for — not the same state as on day one.

That is not a detail. It is the difference between a supplier who fixes it and one who phones.

Final rejection — and reinstatement

Separately there is final rejection as a distinct, closing state. It means “not a fit”, not “please fix this”, and it is reachable from any state in the funnel.

A rejection can be reopened later. The supplier then starts again as a draft. The thinking: what was rejected is the qualification, not the company — circumstances change.

Block, archive, reactivate

Blocking and unblocking, archiving and reactivating are available. Reactivation returns the supplier to where they were rather than blanket-approving them — someone who once got stuck in the funnel is stuck at the same point afterwards.

Main contact and deputy

A supplier has a main contact and, optionally, a deputy. Both can do the same day-to-day work; only the main contact can administer. The deputy can be recorded with or without their own login.

Point this out when you invite. It is the cheapest countermeasure against the most common excuse — “my colleague was on holiday”.

What is not here

• No supplier scoring and no supplier analytics. The SRM module is in development and not switched on. If that is central for you, tell us — demand is measured, not guessed.
• No screening against sanctions, PEP or ESG lists, and no coverage of supply-chain regulation by name. What the product does is capture details and evidence in a structured way. Whether that makes you compliant is your legal team’s call, not the software’s.
• No open marketplace. Your supplier data stays in your instance.