Setting Up and Utilizing the Supplier Registration

In Precoro, we have built clear and efficient Supplier Registration and onboarding processes that will benefit you in terms of data accuracy as well as minimum manual and routine work thanks to the automation.

You can find a general overview of this function in this article.

TABLE OF CONTENTS

• Provide Necessary User Roles
• Сreate Registration Templates for your Сompany’s Suppliers
• Send an Invitation to a New Supplier

• Send an Invitation to an Existing Supplier

• Resend the Invite to the Supplier and Edit the Contacts

• Creating Documents for Invited Suppliers

• Send an Unlimited Number of Questionnaires to Current Suppliers

• Revoke the Sent Invitation

• Invitation From the Supplier’s Perspective

• Information on the Sent Invitations Page

• Follow Up on the Invitation Statuses
  • 1. Status Sent 
  • 2. Status Pending
  • 3. Status In revision
  • 4. Status Approved
  • 5. Status Rejected

• Track the Undelivered Invitations to Suppliers

Provide Necessary User Roles

To be able to utilize the Supplier Registration, users should have access to the Suppliers and Items module.

To edit a user’s role, open the Configuration and go to the User Management tab.

To save changes, press the Update button.

All the users with the Supplier and Items role will be able to do the following:

• See the list of invited Suppliers
• Send a registration form to new Suppliers.

Сreate Registration Templates for your Сompany’s Suppliers

With this feature, you are able to:

• Create a custom Registration Form tailored to the types of Suppliers you work with.
• Identify and assign the required fields and checkboxes.
• Attach the documents you wish the Supplier to get acquainted with.
• Request the files you want to receive from the Supplier.
• Personalize Email templates.

To begin creating new template forms, open the Suppliers and Items module → Supplier Registration Settings tab → click the New Template button.

There are three main sections where you can input and select the needed information to form a template:

• Main Information
  • Template Name – enter the Name of your template, keeping in mind that this field is required.
• Registration Form Fields – select fields by checking the necessary ones so that they will be available in the Supplier Registration Form. Set the required fields as necessary.
• Registration Form Personalisation — сustomise the Registration Form with your logo, welcome email, and attachments.
  • Email Personalization – customize the Emails you are sending to the Supplier.
    • Invitation – invite a Supplier to register by filling out the created template.
    • Approval – confirm the willingness to work with a Supplier in the Precoro procurement system.
    • Rejection – in case you have decided not to proceed with further cooperation at this time.
• Thank you Page — сustomise the success page that a Supplier will see after completing the Registration Form.

You can perform the following actions with the template:

• Preview – you can see the main information without having to open a template itself.
• Edit – you can input the necessary changes into the previously created template.
• Disable/Enable – you can activate/deactivate a template. If a template is disabled, it will not be available for choice when sending an invite to the Supplier.
• Delete – you can erase the previously created template.

Send an Invitation to a New Supplier

If you are already familiar with the Supplier Portal function, the Supplier’s Registration interface should look much similar.

To send an invitation, follow these five simple steps:

1. Open the Suppliers and Items module in the left-side menu and go to the Supplier Management tab.

2. Click on the Invite Supplier to register button.

3. You can see companies that have already received invitations. Click on the New Invitation button to create a new registration form.

4. Fill in the required and optional information:

• Supplier* — the supplier’s company name.
• Email Address* — the recipient’s Email address.
• First Name* — enter the First Name of the person to whom you are addressing this invitation.
• Last Name* — enter the Last Name of the person to whom you are addressing this invitation.
• Registration Form* — you can instantly create a new one or select a previously added form for a specific Supplier from the drop-down list.
• Personalize invitation (optional) — make your letter stand out within the inbox as highly relevant, tailor-made material. Personalization will also make your Email more likely to be opened and clicked on.

5. Check the entered information and press the Send button below.

Send an Invitation to an Existing Supplier

Send an invitation to a previously created Supplier. Follow the steps listed below:

1. Press the Send Invitation Form button on the Supplier card. 

2. You will be redirected to the Registration Form selection page, where you can choose and send the needed Form.

3. The Supplier will receive the Form, and if any data is already filled in on the Supplier’s card page, the Form will be sent along with that information. In this case, the Supplier can choose to leave it as is or make edits.

4. After receiving the Form from the Supplier, you can continue working with it on the registration page. You can also add a comment and use the Send for Revision option to return the Form for Supplier’s consideration once again.

• If you reject the Form, subsequently, the Supplier will get Rejected.
• If you approve the Form, the Supplier with auto-completed data will go through your company’s Approval Workflow.

Important information to consider:

• After approving the Form, the data will be transferred to the Supplier card.
• The re-approval will not be triggered if some steps have already been completed. However, if we send the Form to the Supplier with the Approved status and confirm it, the Supplier will undergo the re-approval process.

Resend the Invite to the Supplier and Edit the Contacts

If after creating and sending an Invitation you need to change the contact information of the Supplier Name, you can edit and resend it:

• Change contact information and Supplier Name in the form with the Sent status. When you notice some data discrepancies, you can edit the form. If you have changed or added a completely different email – the document will be sent to the newly entered email.
• Resend the form after the first entry or when the invitation is on Revision status.

The Suppliers will also be able to do the following:

• Add more than one contact and contact information using the plus sign.

Creating Documents for Invited Suppliers

You can continue Approving documents with a Supplier that is still pending the Registration Form approval.

Send an Unlimited Number of Questionnaires to Current Suppliers

You can submit an unlimited number of Questionnaires, for example, to clarify additional data, conduct surveys, and update Supplier information.

How to send an unlimited number of Questionnaires to Suppliers:

• The Send Questionnaire button in the Supplier profile is displayed even if there was a form previously sent to this Supplier:
  • If the Supplier has a Pending status, then the button is available to the current Approver. Only that person can send the form. 
  • If the Supplier is Approved, the button is always available to all users with the Supplier Management Roles. 
  • Rejected Suppliers do not have the Send Questionnaire button available for sending.
• Each new sent form can be found in the Sent Invitations list.
• Each form has to be Approved by the person who sent it.
• If your company has a Supplier Approval Workflow in place, then after the form is approved, the Supplier will undergo a reapproval process.

 

Revoke the Sent Invitation

You can Revoke the already sent Invitation form. To do that go to the Sent Invitations page and click the Revoke the Form button in the action column.

In case the Supplier opens the revoked form, they will see the following message, and the form will no longer be available for editing.

After revoking, the form will obtain a Cancelled status and be removed from the Invitations list.

Also, you will still be able to find the form by using the Status filters:

Invitation From the Supplier’s Perspective

1. The Supplier is going to receive and open an Invitation in the Email in the following format:

2. By pressing the Proceed to Registration button, the Supplier will be redirected to Precoro’s e-form.

Here, the Supplier can fill out their convenient cooperation conditions and add images, documents, XLSX, and PDF format files as attachments.

Please note that the size of the attached files cannot exceed 25 Mb.

• Supplier’s Name — it is, by default, the name that has been input in the Invitation. Consider that it is not available for editing.  
• Payment Terms — the Supplier can only choose the options available from the drop-down list. The number of options to select is unlimited. Find more information on how to expand your payment terms options in Precoro here.
• Currency* — the number of options to select is unlimited, but the Supplier will only be able to choose from the options you have previously added in Precoro. This field is required.
• Delivery Period — the number of days between the sent date to a Supplier and the delivery date itself (can be “0,” if unknown).
• Minimum Order Total USD — can be any amount or “0” if the Supplier does not have the minimum order threshold. 
• Contacts — the Supplier can input as many contacts as they wish. When adding a new one, they should specify the Email Address, Phone Number, and Name for the inviting company to easily get in touch with them.

Clicking the View more button, the Supplier will unfold more additional fields to input the information.

This additional section will help the inviting company receive more legal information about the Supplier.

3. The final step in the Supplier’s information submission is to check the entered data and press the Register button below.

Information on the Sent Invitations Page

On the Sent Invitations page, you can receive more information on Invitations:

• Status — shows at what stage your communication with the Supplier is.
• Supplier — the name of the Supplier’s company.
• Sender — the full name and Email of the person who has sent the Invitation.
• Email Address —the address of the Supplier to which the Invitation was sent.
• Date — the date of sending the Invitation.

• Action button — allows you to view the Supplier’s information and also take the following actions:

Send for revision — if you wish to receive more information from the Supplier, return them the Registration form and specify which additional data you would like to receive.

Read this paragraph to learn more.

Approve — choose this action if the Supplier’s cooperation terms correspond with your expectations, and you are willing to continue working with this specific vendor.

Read this paragraph to learn more.

Reject — in case the Supplier’s conditions do not meet your own, send them a notification that you are not willing to continue further work.

Read this paragraph to learn more.

 

Follow Up on the Invitation Statuses

An Invitation can have five different statuses:

1. Status Sent 

The Supplier will have this status when you have just sent them the Invitation. This status means that the Supplier has not yet processed and submitted the registration form.

2. Status Pending

This status means that the Supplier has already submitted the registration form and awaits further actions from the sender.

When the Supplier has submitted their registration, the company that sends the Invite will receive a notification. Clicking on the Go to Precoro button, you will get redirected to check the new Status of the Invitation.

Using the Action button, as was explained in this paragraph, the sender can choose the proper action.

This action will define the following Invitation status:

3. Status In revision

This status will be shown if you apply the Send for revision action. Leave a comment to the Supplier with the information they should update in the registration form.

The Supplier will automatically receive an Email with the comment you have input, including the Proceed to Revision button, which will again redirect them to the registration form for adding more information.

4. Status Approved

For the Supplier, this status means they have been chosen for further cooperation.

The approved Supplier will automatically be added to the list of regular vendors in the Supplier Management window.

 

The Supplier is receiving the following message in the Email:

5. Status Rejected

 

If the sender sees that the terms of cooperation the Supplier has submitted are unsuitable, they can apply the Reject action.

In the rejection, you can specify the reasons why the vendor is unsuitable for you. Then, the Supplier will receive the message in the following format:

Track the Undelivered Invitations to Suppliers

You can easily track the undelivered invitations to Suppliers by using the following:

The Statuses Under the Emails

We have added the following statuses:

• Email Not Sent

• Email Sent

• Email Opened.

If an email obtains a Not Sent status, you will see a red notification regarding that, prompting you to resend it.

The Infocard and Letter Notification

On the Sent Invitations page, you can see the new Undelivered Request Form to Suppliers infocard that will filter out all the invitations you have created that were not sent to the supplier.

When the invitation letter has obtained the Not Sent status, you will automatically receive a notification in your inbox regarding this event.