Who is this article for?

Users that need to add a Supplier Contact.

Manager Role

There may be certain situations where you need to invite a new Supplier User to the Supplier Portal, such as when an additional Supplier Contact has requested an invitation.

1. Navigating to the Supplier

To edit a Supplier, navigate to either:

1. The Suppliers tab in the Supply Chain Management module, or
2. The Supplier tab in Contacts in Master Data.

Within the Suppliers tab, click on the name of the Supplier you wish to edit. The Supplier name will be in blue text, which indicates a link.

2. Accessing the Supplier editing page

Within the Supplier overview page, there are two ways to access editing your Supplier:

1. View supplier details button
2. Actions > Edit buttons

Both of the buttons noted above will take you to the Supplier page where edits can be made and saved by clicking the Save button.

3. Adding the Supplier Contact details

Scroll to the Supplier Contacts section on the Supplier page, then click Add Line to add a new Supplier Contact. A new line will appear for entering the contact details.

Note: When adding a Supplier Contact, First and Last Names are mandatory. While Email and 24 Hour Contact are optional, they are important for Alerts: Email for Email Alerts and 24 Hour Contact for SMS Alerts.

1. Salutation: Using the dropdown, select the Supplier Contact Salutation, for example Mr, Mrs, Ms, Prof, Dr.
2. First Name: Using the open text field, enter the Supplier Contact First Name.
3. Last Name: Using the open text field, enter the Supplier Contact Last Name.
4. Position: Using the open text field, enter the Supplier Contact Position.

Important: If a Supplier Contact has an Email or 24 Hour Contact and your site’s Alerts use email or SMS, Alerts are sent automatically. To stop Suppliers receiving Alerts, move their Email and 24 Hour Contact details to the Notes field on the Supplier page. This retains the info without triggering Alerts. Correctly setting up Supplier Contacts prevents unwanted Alerts when completing Assessments outside the Supplier Portal.

5. Email Address: Enter the Supplier Contact Email in the correct format (e.g., 'sample@sample.com'). An error box will appear if the format is incorrect.
6. 24 Hour Contact: Enter the Supplier's 24-hour contact using the international format, starting with '+' and the country code. This is essential for using the SMS Alert option.

4. Saving the changes

After completing the changes to the Supplier Contacts, scroll to the bottom of the Supplier page and click the Save button to save the changes.

1. Make a change on the Supplier page.
2. The Reason for Change screen is displayed.
3. Enter the reason for the change.
4. Click Confirm to save the changes.
5. The system returns you to the Suppliers tab within Contacts.
6. The change is recorded in the Audit Log.
7. To view the record, open the Actions menu and select Audit Log.
8. If you do not wish to make edits, click the Cancel button.