Welcome to Isolocity's Support

What is the purpose of adding a new supplier in the Isolocity system?

• 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.

How do I begin adding a new supplier in the Isolocity system?

• To add a new supplier, log in to the Isolocity system, navigate to the "Supply Chain" section, and click on "Suppliers" This will open the supplier creation form where you can enter the necessary details.

What information is required to add a new supplier?

• 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: The main contact person for the supplier, including their 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

How do I enter the supplier’s name in the system?

• Enter the supplier’s name in the "Supplier Name" field during the creation process. This should be the official name as it appears in contracts or other legal documents

Why is it important to select the correct status for a supplier?

• Selecting the correct status ("Active" or "Inactive") ensures that the system accurately reflects the current business relationship. Active suppliers are those with ongoing orders, while inactive suppliers may no longer be engaged but are kept in the system for record-keeping purposes

What is the significance of identifying a supplier as critical?

• Identifying a supplier as critical means that they play a key role in your supply chain, and their performance is vital to your operations. This designation can influence how you manage and monitor their performance, including more frequent reviews or stricter quality checks

How do I add a primary contact for the supplier?

• Enter the primary contact's name, email, phone number, and role in the designated fields during the supplier creation process. The primary contact is the main point of communication for any business dealings

What should I do if the supplier has additional contacts?

• If the supplier has additional contacts, you can add them in the "Secondary Contact" section. This is optional but useful for ensuring that all relevant personnel are included in communications

Can I upload documents related to the supplier during the creation process?

• Yes, you can upload any relevant documents, such as contracts, certifications, or compliance records, by clicking on the "Upload Documents" option. This helps keep all supplier-related information centralized and easily accessible

How do I specify whether a supplier requires a certificate?

• You can specify whether a supplier requires a certificate by selecting the appropriate option during the creation process. You can also indicate whether the latest certificate has been received and attach it to the supplier profile

How do I manage certificate requirements for a supplier?

• Certificate requirements can be managed by regularly updating the supplier profile with the latest certification details, including renewal dates and any conditions that need to be met. This ensures that the supplier remains compliant with your quality standards

What happens if I need to edit supplier information after creation?

• If you need to edit supplier information, you can do so by navigating to the "Suppliers" section, selecting the supplier, and updating the necessary fields. Be sure to save any changes to ensure they are recorded in the system

How do I finalize the creation of a new supplier in the system?

• After entering all the required information, review the details for accuracy, and then click "Create Supplier" to finalize the process. This action saves the supplier information in the system for future use

How do I track supplier performance over time?

• Supplier performance can be tracked by linking the supplier profile to relevant orders, inspections, and compliance checks within the system. Regular reviews of this data can help in managing supplier relationships and making informed decisions about continuing the partnership

What should I do if a supplier’s contact information changes?

• If a supplier’s contact information changes, update the contact details in their profile by editing the relevant fields. Be sure to save the changes to ensure that all future communications use the correct information.

How do I handle certificate renewals for suppliers?

• Monitor certificate expiry dates within the supplier profile and set reminders for renewal. Ensure that updated certificates are uploaded to the system and that any lapses in certification are addressed promptly.

What is the process for deactivating a supplier?

• To deactivate a supplier, change their status to "Inactive" in their profile. This is useful if the supplier is no longer in use but you wish to retain their records for historical or compliance reasons.

How do I ensure that critical supplier information is up-to-date?

• Regularly review and update the profiles of critical suppliers, paying particular attention to certifications, compliance records, and contact information. This practice helps mitigate risks associated with supply chain disruptions.

Can I associate multiple documents with a supplier profile?

• Yes, multiple documents can be associated with a supplier profile by using the "Upload Documents" feature during the supplier creation or editing process. This allows you to keep all relevant documentation organized and easily accessible.

What should I do if duplicate supplier entries are found in the system?

• If duplicate supplier entries are found, they should be merged or one should be deleted to maintain a clean and accurate database. Ensure that all relevant information is preserved during this process

How do I review supplier profiles for accuracy?

• Review supplier profiles by navigating to the "Suppliers chain" section and the “Suppliers”  selecting the supplier you wish to review. Check all fields for accuracy, including contact information, certifications, and uploaded documents

What is the significance of the "Create Date" for a supplier profile?

• The "Create Date" records when the supplier profile was initially created in the system. This date is important for tracking the length of the supplier relationship and for auditing purpose

How do I ensure that supplier data is kept up-to-date?

• Regularly review and update supplier profiles, especially after significant interactions such as new orders, changes in contact information, or certificate updates. This practice ensures that the supplier database remains current and useful for business operations

How do I search for a specific supplier in the system?

• You can search for a specific supplier by entering their name or other identifying information in the search bar located in the "Suppliers" section. This allows for quick retrieval of supplier profiles

What should I do if a supplier’s status changes?

• If a supplier’s status changes, such as becoming inactive or no longer critical, update their profile accordingly. This ensures that the system accurately reflects the current relationship and that all relevant parties are informed