Once Suppliers submit their compliance requirements, the Super Admin and the Panel Administrators can review and approve these in the Compliances Dashboard. The dashboard can also be used to review all submitted compliance items.

You can find steps on how to add Compliance requirements to a list here: Adding Compliance Requirements.

Buyers (and administrators) can also view approved compliance details and submitted documents on a supplier's profile (please see details below).

The contents below provide step-by-step instructions on how to review suppliers' submitted compliance documents, approving/declining these submissions, information on the Supplier Compliance Status Report, how Buyers can view a supplier's compliance details on their profile and information on historical compliance submissions.

Reviewing & Approving/Declining Supplier Compliance Submissions

The below steps will details how the Super Admin and the Panel Administrators use the Compliances Dashboard to review submissions and approve/decline them:

1. Click on the Verify suppliers compliance details link under the Critical Tasks heading of your home page.
   
   
   
   Or, hover over Admin Tools in the menubar and select Supplier Compliance Details which will take you to Compliances Dashboard.
   
   
   
   
2. On the left, you can click to view compliance statistics for all supplier lists, lists with non-compliant suppliers only or lists with compliances to approve.
   
   
   
   
3. On the next page, you will see Supplier lists with compliances.
   
   Where there are compliances to review, you'll see the green numbered bubble under the Pending Approval column. Click the button to review the compliance submissions pending approval.
   
   
   
   
4. Against each compliance submission (e.g. Public Liability Insurance, Product Liability Insurance, etc.) there will be green verify icons. Click the icon to verify the supplier's compliance details for the respective compliance requirement.
   
   
   
   
5. In the pop-up window, you will see the Supplier’s compliance information for the specified compliance requirement. The following details are displayed in the pop-up window:
   

   Top of the pop-up window:

   • The compliance requirement.
   • The supplier's business name.
   • Preferred Supplier list the Supplier is registering on.
   • Any comments added to the compliance item.

   The left side of the pop-up window:

   Information the Supplier has entered and submitted about their compliance document.

   • Issued by: Name of the insurance company/broker issuing the insurance.
   • Policy/Doc #: Policy/document number of the insurance policy.
   • Coverage Value $: Coverage value of the insurance policy.
   • Expiry Date: Expiry date of the insurance policy.
   • Additional Comments: Additional comments added by suppliers when uploading their documents.
   • Attached Document: The document the supplier has uploaded. Click on the blue hyperlink to access the document.
   • Previous Declined Comments: If the submission has been previously declined, the comments that were added by the Panel Admin that outlined the reason behind its decline will appear in this section.
     
     
     
     
6. If the Supplier's compliance details meet your compliance requirements, click on the green Confirm button. Suppliers are not notified when their submission is approved.
   
   
7. Alternatively, click on the red Decline button to decline the compliance details.
   1. If you have declined the submission, a pop-up box will appear in your browser asking to confirm to decline the Suppliers compliance details. Click the OK button to proceed with the decline.
   2. You will then be prompted to provide the Supplier with feedback as to why you declined their compliance details.
   3. Type your response in the free text field and click the Save and continue button to decline the compliance and post the message to the Supplier.
   4. This will trigger an email notification to the supplier advising them their submission has been declined including the declined comments.

Supplier Compliance Status Report

The Super Admin and the Panel Administrators can download the Supplier Compliance Status Report which is a downloadable CSV file for a selected panel listing the following:

• All Suppliers registered for an Internal Supplier List
• The supplier's status in relation to Insurance/Accreditation Types required for the List
• Whether or not each of these required documents has been provided by the Supplier
• If they have provided their compliance requirements it will include;
  • The date they were approved and by whom
  • The Insurance/Accreditation’s expiration date
  • Or, the date they were declined and by whom.

This report is accessed from the View Reports section under Admin Tools, then under the Supplier Reports section. You can find more information on these reports here: Enterprise Reports Guide.

Viewing Compliance Info on a Supplier's Profile

All users (administrators, managers, buyers) who have access to a supplier list can view the Supplier Details of each active supplier on the list in the following ways:

• When selecting suppliers on a request
• When viewing the suppliers registered on a list
• When browsing suppliers by categories
• When searching for a supplier

Users can click on the name of the supplier to view their Supplier Details:

If the Supplier has submitted their compliance requirements and they have been approved on the list by an administrator, the compliance details will be listed on their profile and the uploaded document will be downloadable by clicking on the View button:

Historical Insurance Submissions

Historical Insurance certificates are only kept if the Supplier responded to a Request. When they submit their response, their compliance items that have been approved by the Panel Administrator are included in their response. When the Request closes, the compliance items relevant to that Request are locked, so that the Buyer has a permanent record of the compliance items in place at the time of the Supplier responding.