Supplier records

A supplier record has a name, code, contact name, address and eligibility note under an organization. The Buyer selects that party as the counterparty on a purchase request. The note gives the reviewer a place to inspect why the party was considered eligible for the request.

Supplier eligibility is recorded as a note, not a comparison of competing offers. A supplier can appear on several requests within its organization. Read the contact and eligibility note in the context of the particular request being reviewed.

• Ownership. App Administrator maintains supplier records. Buyer selects the counterparty. Purchasing Approver checks the selected supplier.
• Record context. Use the parent request and its organization when checking a related record, then confirm the selected supplier and owner where relevant.
• Evidence. Keep the decision, accepted quantities, attachments and operation outcomes with the same purchase context so later review has the facts in order.

Agree who maintains supplier contact changes and eligibility notes. Check that a supplier belongs to the same organization as the request before it is used. Decide how inactive supplier records should be reviewed in existing requests, so historical decisions still show the party that was selected.

Rehearse a supplier contact change on a request already approved. The App Administrator can update the supplier record while the Purchasing Approver checks the recorded decision against the request revision. Agree who confirms eligibility before a new request uses that supplier.

Open an approved request and its supplier. Check the supplier code, organization and eligibility note against the decision date. Inspect the order reference on the request after the order reference is recorded. Keep changes to supplier details separate from the request revision being reviewed.

The Purchasing Approver should read the supplier note and organization beside the request. If a supplier detail changes later, the Auditor should still be able to explain the request decision from its own dated revision and evidence.

• Supplier directory — Read active suppliers with their organization and eligibility note.
• Purchase request worklist — See requests that name a supplier as counterparty.
• Ordered requests — Check order references recorded against selected suppliers.

Read request preparation, review and order and receipt reconciliation. The data model shows how the records connect.