Some Supplier Lists will have compliance requirements, such as Public Liability Insurance or Workers Compensation Insurance. The Vendor Admin is responsible for providing these compliance documents, and they can only be linked to the Supplier List by the Vendor Admin. Colleagues on that list are not able to provide compliance documents on their behalf.

To provide this information to a Supplier, please use this link to the same article in the VendorPanel Supplier's Help Centre: https://vendorpanelsuppliers.zendesk.com/hc/en-us/articles/900003783726-Providing-Compliance-Documents

Once they have uploaded a compliance document, they can link the same document to multiple Supplier Lists. If a Supplier is uploading a compliance document for the first time in their account they will need to do that directly against the list. Once they have uploaded and submitted at least one compliance requirement, they'll have the option to access and edit a master list of their compliance items.

You can find information on how the Super Admin or Panel Administrators can add compliance requirements to a Supplier List here: Adding Compliance Requirements.

Submitting a Compliance Requirement for the first time

If there is an outstanding requirement for the supplier to submit compliance documents, they will see this listed as a Critical Task on their homepage on the left. Clicking the Update compliance details link takes them to the Supplier lists you manage page.

1. On the Supplier lists you manage page, suppliers will need to click on the red Update button under the 'Required Compliances' column.
   
   
   
2. On the next page, they will see a list of all the required compliance items on this list. If any comments have been provided by the List Owner (such as a minimum coverage value) then there will be a speech bubble against the item that they can hover over view those comments.
   
   On the right-hand side, they can click on the Click here to create a new one link under the required compliance item.
   
   
   
   
3. They will need to fill out the necessary details in the relevant fields as per their insurance/document details. The 'Name this master item' field is for the supplier to give a name to the item that is for their internal use only. The 'Insurance/accreditation type' field will be locked to the insurance type they selected to upload.
   
   
   
   
4. Once they've filled out all required fields they can click on the Continue button.
   
   
5. On the next page, they will upload their certificate by clicking on the Click to select... button and selecting the document (either PDF or JPG) from their computer.
   
   
   
6. Once uploaded they will be taken back to the list of compliance requirements on the list where they will see the item has been uploaded and linked to their profile on the list. It is now Pending Approval by the List Owner.
   
   

Managing Master Compliance Items

Once suppliers have uploaded their first compliance item, they will have the option to manage their master list of compliance items. They can use the master list to add new items and view, edit or delete existing compliance items. They can access this by clicking Edit master compliance items link under the Admin Tools menu (either in the top menubar or on the homepage on the left-side menu).

• If they hover over the item name on the left they'll see the insurance details (eg. Issued By, Policy/Doc no, etc).
• They will also be able to download the document they've uploaded by clicking the view button under the 'Certificate of currency' column.
• Under the 'Linked to S'plr lists' column, they will see which supplier lists that the item has been linked to.
• If the item is linked to at least one list then it cannot be deleted, if not linked to any supplier lists they can click on the delete link on the far right.
• They can edit the details by clicking on the edit button on the far right.

The below steps run through how they can add new compliance items to the master list:

1. They can click the Add new button to create a new compliance item.
   
   
   
2. They will need to fill out the necessary details in the relevant fields as per their insurance/document details.
   
   The "Insurance/accreditation" type they select must match the compliance requirement they want to link this document to. For example, if they are uploading a certificate for a Public Liability requirement, they'll need to select the Public Liability insurance type.
   
   
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3. Once they've filled out all required fields they can click on the Continue button.
   
   
4. On the next page, they will upload their certificate by clicking on the Click to select... button and selecting the document (either PDF or JPG) from their computer.
   
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5. They can then click on Continue to finish creating this compliance item.

Linking a Compliance Item to a Supplier List

Once suppliers upload a compliance item to their master list, they are able to link these compliance items to relevant supplier lists they manage.

1. They will need to select Supplier lists you manage under the Admin Tools menu (either in the top menubar or on the homepage on the left-side menu).
   
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2. Here, they can click the red Update button under the 'Required Compliances' column, next to the relevant Supplier List.
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3. For each required compliance item, any items they've created that match up with the insurance type required will be displayed to be linked to the list. They can click the link button next to the compliance item(s) they want to link to the supplier list.
   
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4. Once linked it will be sent to the List Owners to review. You can find information on how their submissions are reviewed here: Reviewing Supplier Compliance Submissions & Statuses. Suppliers will be notified via email if their submission is declined. They will not be notified if their submission is approved.

Required Updates to Compliance Items

In some cases, suppliers may be notified that there is an update required to their compliance item(s). This could be due to several reasons:

• The compliance item may be due to expire, and they will need to upload the new information and supporting documents. This can be done by editing the master compliance item, see above.
• The information they provided may have been declined, and they will need to provide new, correct information.
• The document may have been uploaded to the master list, but it might not have been linked to the relevant Supplier List.