Once Suppliers submit their qualification requirements, the Super Admin and the Panel Administrators can go through and review submissions, approve/decline the submissions and then review approved submissions at a later date.

Whether Buyers are able to see approved qualification items on a supplier's profile is set within the Supplier List settings, when editing a qualification item's settings. You can find steps on setting/editing a qualification item here: Adding Qualification Requirements.

The contents below provide step-by-step instructions on how to review suppliers' submitted qualification documents, approving/declining these submissions, information on the Supplier Qualification Status & Answers reports and how Buyers can view supplier's qualification details on a supplier's profile.

Reviewing & Approving/Declining Supplier Qualification Submissions

The steps below provide an overview of how to review and approve/decline qualification submissions from Suppliers.

1. Click on the Verify Supplier quals (all in your lists) link under the Critical Tasks heading of your home page.
   
   
   
   
2. On the Supplier qualifications to approve page, click on the show qualifications button on the right next to the respective Supplier List. 
   
   
   
   
3. Under the Qualifications heading are names of specific qualification items that have been completed by Suppliers and are pending review. Click the show Suppliers button on the right to display a list of Suppliers that have completed the qualification item.
   
   
   

    

4. You can click on the Supplier's name to view their details. Click the verify submission button on the right to review the Supplier's submitted qualification item, which will appear below.
   
   
   
   
5. When reviewing their submission, the following is available:
   • What's required for this item: A description of the qualification item and the instructions that the Supplier needs to follow, as set in the list settings.
   • Supplier's current submission: This includes the document the Supplier has uploaded (click on the name of the file to download), the date and time they submitted, any comments they've added and any questions asked as part of the qualification requirement with the answers provided by the Suppliers.
   • Details: The date and time the qualification item was added as a requirement for the supplier will be displayed, as well as when the item was last modified. Additionally, you will see the date and time when the Supplier was first notified of the qualification item, and how many times they were reminded to submit.
     
     
     

      

6. Once you have reviewed a qualification item, click the Approve button to approve the submission, or click the Decline button to decline them.
   
   
   
   
7. Clicking the Approve or Decline button will expand the page to show a green box (for approvals) or a red box (for declines). Comments can be added to each box regarding your decision.
   • In the first textbox, you can add private comments that the Supplier cannot see.
   • In the second textbox, you can add comments explaining to the Supplier why they have been approved or declined. The Supplier will be able to see these comments.
     
     

8. When approving a document, if the qualification item's settings dictate that the item can be visible on the Supplier's profile, you may see the option to select whether to show the submission on their public profile on the list by checking the box.
   
   In the case of a decline, you can choose to allow Suppliers to resubmit their answers for the qualification item by checking the box.
   
   

9. Click the green Approve this submission or Decline this submission button to approve or decline the Suppliers submission.
   
   
   
   
10. Once you approve/decline, the item will be removed from this page. Suppliers will be notified via email if their submission has been approved/decline.

Supplier Qualification Status & Answers reports

The Super Admin and the Panel Administrators can download the Supplier Qualification Status & Answers reports which are downloadable CSV files for a selected panel listing.

The Supplier Qualification Status report includes the following:

• All Suppliers registered on the selected Supplier List(s)
• The supplier's status in relation to qualification item types required for the List
• Whether or not each of these required documents has been provided by the Supplier
• If they have provided their qualification requirements it will include;
  • The date they were approved and by whom;
  • Or, the date they were declined, any comments provided and by whom.

The Supplier Qualification Answers report includes all questions that were included on the qualification items and the answers provided by all suppliers on the list.

These reports are 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 Qualification 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:

A Supplier's qualification item to be included on their profile if;

• the Supplier has submitted their qualification requirements;
• their submission has been approved on the list by an administrator;
• the qualification item's settings dictate that their details can be included on their profile; and
• the administrator has selected to include the details on their profile.

The qualification details will be listed on their profile and the uploaded document will be downloadable by clicking on the button provided: