From the Supplier Self-Reporting dashboard, navigate to the list you wish to configure and click on the settings button.

Dashboard - List and settings button

This will lead through to the configuration screen where there is a sequence of steps to follow.

Enable Supplier self-reporting

Firstly, click on the Enable supplier self reporting checkbox to begin the configuration process.

Note:
It’s important to note the difference between configuring SSR for a list and turning on SSR for a list.

Configuring is the process of enabling the configuration of SSR for a list and then, once fully configured, it can be turned on for suppliers, at which point suppliers on this list will see links to their reporting interface, and email notifications will be triggered and so forth.

'Turning on' happens after a list has been enabled and fully configured. It’s part of the configuration process. A list can be enabled and fully configured but not turned on for suppliers. ‘Turning on’ means you are ready for suppliers to start recording sales. This is done by ‘Turning On Self Reporting’ at step 8. It can also be ‘turned off’ without affecting the SSR configuration for a list.

Step 1 - Set reporting type

You can choose from the rebate types of sales totals or units sold. Units sold will still capture the sale amount, but also ask the supplier to enter a volume. You can find information on configuring unit/volume reporting here: How do I configure unit/volume reporting for a list?

Note:
Once SSR is fully configured and turned on for this list and one or more suppliers have self-reported any data (finalised or in draft), then this option cannot be changed. Up to that point, it can be changed.

Step 2 - Calculate rebate percentage?

Set the percentage for the list. If you want to waive the rebate for a particular list, but still want to record sales activity, set the percentage to 0%. This could be in instances where you are only recording sales and have no rebate setup for the list, or, it could be a list that has a more complicated rebate calculation that needs to be applied (beyond a simple percentage-based mechanism) and this would happen offline (outside of the SSR system).

Custom percentages can be set at the supplier level, and there is a checkbox to enable this.

Note:
If you change the percentage rate, the change will not take effect until the next reporting period (month). All entries for the current month will use the previous percentage set for the purposes of calculations.

Step 3 - Instructions for suppliers

Any instructions that you want to give to the supplier regarding this list can be entered here. This will surface on the supplier's side in their reporting entry view for that list. This field is optional and can be changed at any time.

Step 4 - Enter the period of time suppliers must self report on

You can configure the Start and End periods for a list. Once SSR is turned on, suppliers will be required for each month that falls between these periods.
For example, a list has a Start period that is October 2020 and an End period of October 2021 configured. It is then ‘turned on’ in January 2021 and suppliers can access the system and start to report. Their reporting view would show reports due for October 2020, November 2020 and December 2020.

Note:
A minimum of 3 consecutive periods must be set.

• Reporting periods are inclusive of the start and end periods. In the case of the above example, the first reporting period is Oct 2020 and the last is Oct 2021.
• The initial year is locked to 2020
• The maximum year period selectable is 12 months and 10 years from the current year with the current year counted as the first year. At launch, the maximum period you can set is Dec 2029. This increases by 1 year, each year. Next year the maximum period that can be set will be Dec 2030

Once SSR reporting has been fully configured and turned on, then changes to the periods are only possible in the following scenarios.

• The start period can be changed anytime if the start period has been set to a future date.
• If the start period is current or has passed, then reporting must be ‘stopped’ first at Step 8. Changing the start date then becomes possible.
• The end period can always be changed.
• Any changes must follow the minimum 3 period rule.

Changing the start or end periods does not remove any already entered supplier reporting. It does, however, make those periods inaccessible for suppliers and the Panel Administrators, should the ‘new’ periods obscure those with periods that the supplier has already entered sales reporting against.

For example, if the periods were originally Jan 2020 to Jan 2021 and then changed at a later date to May 2020 to May 2021, then all entries added by suppliers for Jan 2020 to April 2020 are no longer available/visible to either the supplier or the Panel Administrator for that list.

Supplier reporting is done on a forward rolling basis.

• Current months cannot be finalised, only previous/past months may be submitted and finalised.
• The previous month is considered to be ‘due now’.
• All un-finalized periods prior to the current month are considered ‘overdue’.

A finalised period is one that’s been submitted as either a ‘Nil Activity’ period or has one or more sales entries added to it and then ‘submitted’.

Step 5 - How should suppliers submit their sales each period?

You can choose whether suppliers can submit their entries as individual transactions, or aggregated totals for each buyer. You can use your discretion as to what lists these options are best suited for. For example, a list that would require the supplier to lodge a large volume of individual transactions (e.g. a stationary list/contract) would make individual transaction lodgement cumbersome and time consuming for the supplier. In this instance an aggregate sales total method would be more appropriate.

Other lists that have a lower volume of transactions, or lists where you would like visibility of individual transactions for verification purposes, you could select the Individual sales method.

Note:
If Individual sales is selected, then the supplier will be asked to provide a transaction date (as a mandatory field) for the sale/transaction.

Step 6 - What is the default reporting start period for NEWLY APPROVED suppliers?

When SSR is first configured for a list, all current and approved suppliers will be required to self report for all periods specified. As time passes, more suppliers may be approved onto this list (either manually or automatically).

This option sets the default for those newly approved suppliers to either report for :

• all periods (including those periods prior to them being approved on to the list)
• or just for the periods from the month of their approval and onwards.

Note:
This can be changed at any time, but be mindful of changing it arbitrarily as it may result in holes in suppliers reported data.

Step 7 - Do you want approved but INACTIVE suppliers to self report?

This step lets you handle inactive suppliers and what reporting obligations they have when they are in an inactive state.

Note:
This can be changed at any time and only applies to suppliers that are approved. This setting will apply to all currently inactive suppliers, as well as those made inactive in the future.

Step 8 - Turn on supplier self reporting?

This step is where you turn on/off self reporting as it pertains to suppliers.

With the initial configuration, reporting is turned off by default. It will remain off until such time as it’s turned on, independent of whether the list is fully configured or not.

The SSR configuration for the list can be saved without turning on reporting.

It’s a good idea to leave it in the ‘turned off’ state until the configuration is fully established and finalised.

When you turn self-reporting on for the first time

The system will advise you of what’s about to happen and what you can/cannot do.

To initiate self reporting you must click on ‘Save and Continue’. You will be prompted to confirm this action. Suppliers can then commence self reporting for the list.

You will be directed back to the SSR Dashboard and an indication of the current status is shown for the list.

Returning to the settings for this list will now show you that it’s enabled, configured and running.

What happens if I TURN OFF Self Reporting after it’s been turned on?

You will be advised of what will happen and will be asked to confirm your action.

To turn off reporting you must click on ‘Save and Continue’. You will be prompted to confirm this.