FAQs for "Adding a New Supplier"
1. What is the purpose of adding a new supplier in the Isolocity system?
A: Adding a new supplier in the Isolocity system allows you to manage supplier information, track supplier performance, and maintain a centralized database of all suppliers. This is crucial for ensuring quality control, managing supply chains, and meeting regulatory requirements.
2. How do I begin adding a new supplier in the Isolocity system?
A: Log in to the Isolocity system, navigate to the Supply Chain section, and click on Suppliers. This opens the supplier creation form where you can enter the necessary details.
3. What information is required to add a new supplier?
A: The required information includes:
Supplier Name: The official name of the supplier.
Status: Indicates whether the supplier is active or inactive.
Critical Supplier (Optional): Whether the supplier is deemed critical to operations.
Primary Contact: Name, email, phone, and role.
Secondary Contact (Optional): Additional contact information if available.
Certificate Requirements: Whether the supplier needs to provide a certification and whether it has been received.
4. How do I enter the supplier’s name in the system?
A: Enter the supplier’s name in the Supplier Name field during creation. This should match the official name as it appears in contracts or legal documents.
5. Why is it important to select the correct status for a supplier?
A: Selecting the correct status (Active or Inactive) ensures the system accurately reflects the current business relationship. Active suppliers have ongoing orders, while inactive suppliers are retained for record-keeping.
6. What is the significance of identifying a supplier as critical?
A: Identifying a supplier as critical means they play a key role in your supply chain, and their performance is vital to operations. This designation may require more frequent reviews or stricter quality checks.
7. How do I add a primary contact for the supplier?
A: Enter the primary contact's name, email, phone number, and role in the designated fields. The primary contact is the main point of communication for business dealings.
8. What should I do if the supplier has additional contacts?
A: Additional contacts can be added in the Secondary Contact section. This is optional but ensures all relevant personnel are included in communications.
9. Can I upload documents related to the supplier during the creation process?
A: Yes, you can upload relevant documents such as contracts, certifications, or compliance records using the Upload Documents option to centralize supplier information.
10. How do I specify whether a supplier requires a certificate?
A: Select the appropriate option during creation to indicate whether the supplier requires a certificate and attach the latest certificate if available.
11. How do I manage certificate requirements for a supplier?
A: Regularly update the supplier profile with certification details, including renewal dates and conditions to maintain compliance with quality standards.
12. What happens if I need to edit supplier information after creation?
A: Navigate to the Suppliers section, select the supplier, update the necessary fields, and save changes to ensure the system records them.
13. How do I finalize the creation of a new supplier in the system?
A: After entering all required information, review for accuracy, then click Create Supplier to save the profile in the system.
14. How do I track supplier performance over time?
A: Link the supplier profile to relevant orders, inspections, and compliance checks. Regularly reviewing this data helps manage supplier relationships and make informed decisions.
15. What should I do if a supplier’s contact information changes?
A: Update the contact details in the supplier profile and save the changes to ensure future communications are accurate.
16. How do I handle certificate renewals for suppliers?
A: Monitor expiry dates, set reminders for renewal, and upload updated certificates to the system. Address any lapses promptly.
17. What is the process for deactivating a supplier?
A: Change the supplier status to Inactive in their profile to retain records while marking them as no longer in use.
18. How do I ensure that critical supplier information is up-to-date?
A: Regularly review and update critical supplier profiles, focusing on certifications, compliance, and contact information to mitigate supply chain risks.
19. Can I associate multiple documents with a supplier profile?
A: Yes, multiple documents can be uploaded using the Upload Documents feature to keep all relevant documentation organized and accessible.
20. What should I do if duplicate supplier entries are found in the system?
A: Merge duplicates or delete one entry while preserving relevant information to maintain a clean and accurate database.
21. How do I review supplier profiles for accuracy?
A: Navigate to the Supply Chain > Suppliers section, select the supplier, and check all fields, including contacts, certifications, and uploaded documents.
22. What is the significance of the "Create Date" for a supplier profile?
A: The Create Date records when the supplier profile was initially created, useful for tracking the relationship and auditing purposes.
23. How do I ensure that supplier data is kept up-to-date?
A: Regularly review and update profiles after interactions, new orders, contact changes, or certificate updates to keep the database current.
24. How do I search for a specific supplier in the system?
A: Use the search bar in the Suppliers section to enter the supplier’s name or other identifiers for quick retrieval.
25. What should I do if a supplier’s status changes?
A: Update the profile accordingly to reflect changes such as becoming inactive or no longer critical, ensuring the system remains accurate.