Supplier register

App Administrator keeps a supplier code, name, active state, contact name, address and eligibility note under its buying organization. A Buyer chooses the counterparty on a purchase request from that register. The same identity stays linked as demand moves through review, ordering and receipt. The eligibility note gives the purchasing team context for its selection.

• Supplier identity. App Administrator maintains the code, contact and eligibility note within the buying organization.
• Demand link. Buyer selects the supplier as the request counterparty and checks that the organizations agree.
• Contact change. Update the supplier record so later requests use the current contact without losing the existing request link.

The register makes a supplier identifiable when names are similar. The code and organization answer which company was selected; the active setting and eligibility note tell the purchasing team what to check before sending a tender or placing an order. A change to contact details should leave the request linked to the same supplier identity. Have the App Administrator and Buyer open that link together during the pilot.

Agree who may activate a supplier, what the eligibility note should cover, and how contact changes are handled. Decide how organizations distinguish suppliers with similar names.

Choose one buying organization for the first cycle. Identify the person who can correct the record when the case fails a check. Write down the expected decision and evidence for the pilot before people begin using the queue. This makes it possible to distinguish a record awaiting action from a record that is ready to close.

Register a supplier for the pilot organization and add it to a request. Ask a second Buyer to identify the code, contact and eligibility note from the linked record. Update the contact and check that the request still points to the same supplier.

Ask the next person to open the same parent request and explain the next action from the record itself. They should point to the responsible owner, current status and supporting decision or receipt. If those disagree, return the case to the person who owns the correction and record the reason. Rehearse the failure route as well as the successful one.

• Supplier Register — Check the active supplier code, contact and organization before selecting a counterparty.
• Open Request Board — Open the request to confirm it points to that supplier.

Follow demand and review, tender evaluation and award, then receipt and evidence.