Suppliers

A supplier belongs to an organization and has a code, name, contact name, address and eligibility note. The active flag helps the Buyer find the intended counterparty. A purchase request links that supplier as its counterparty, so reviewers can see which trading party is attached to the request they are deciding.

• Organization link. Use the supplier’s organization alongside the request organization when choosing a counterparty.
• Active record. Check the active flag, code, contact and address before the Buyer uses a supplier on new demand.
• Eligibility context. Read the supplier’s eligibility note with the purchase detail during independent review.

Agree who maintains supplier names and codes before the first purchase cycle. An eligibility note is a place to record the team’s current reason for using a supplier; it does not replace a decision about a particular purchase revision. The Admin checks the organization relationship when maintaining suppliers and team membership.

Agree who maintains supplier codes and who changes the active flag when a counterparty should stop receiving new requests. Test a supplier from a different organization during setup, then decide how the Buyer and Trade Reviewer will catch that mismatch. Keep the contact and eligibility note current so the same record is useful at the next purchase review.

For a trial import, choose one supplier with a real contact and address. The Buyer selects it on a request, enters the purchase lines and asks the Trade Reviewer to examine the linked counterparty. If the supplier information changes, check that the active supplier record still belongs to the same organization as the purchase.

Open the trial import request and ask the reviewer to identify the supplier’s organization, active flag and eligibility note from the linked record. Change the contact on that supplier, then confirm the Buyer sees the updated record on a new request. A supplier in another organization should be returned to the Buyer for correction before a decision is recorded.

When a contact or address changes, confirm which purchase cases still point to that supplier record. The Buyer should read the current eligibility note while preparing a new request, and the reviewer should see the same counterparty.

• Active suppliers — Active counterparties with codes, contacts and eligibility notes.
• Purchase review inbox — Submitted requests where the reviewer can check the linked counterparty.

See the first handoff and the next decision for a case-level rehearsal.