Each invited vendor possesses a distinct vendor profile that encompasses their business information. This includes data provided by vendors during onboarding, as well as documents and records added by your organisation to manage the vendor relationship.
The vendor profile may consist of various tabs and sub-sections, depending on the enabled features for your organisation.
The Details tab is divided into three sub-sections: Vendor Details, Vendor Contacts, and Panels, which provide general information about the vendor. To access each sub-section, simply click the arrow on the Details tab to expand the dropdown menu.
- This section may contain additional tabs subject to custom features configured for your organisation.
ABN verification for international vendors is not applicable. It only applies to Australian-based vendors.
Vendors with a cancelled ABN have the option to onboard. A cancelled ABN is still considered as valid while an invalid ABN refers to one that does not exist.
- An information icon will be displayed next to the Business Name field if the vendor's business name is a custom vendor profile name.
Your organisations can click on the Public Register link to verify the vendor's ABN.
The Questionnaire tab allows you to review a vendor's answers to the questionnaire that your organisation has set up for their onboarding.
The Compliance Documents tab displays a comprehensive list of licenses and insurances that a vendor has submitted during their onboarding.
Compliance documents that are dure to expire within 30 days will be highlighted in gold, while those that have already expired will be highlighted in red.
The Services tab contains information about the services that a vendor has made available to your organisation and is broken up into three sub-sections: Full Service Listing, Pending & New Rates, and Current Rates. You can access each sub-section by clicking the arrow on the Services tab to expand the dropdown menu.
The Contracts tab displays a list of projects associated with the vendor, including contract number, name, project status, value, and end date.
The Job History tab lists a vendor's past and current projects shared with your organisation. To access this, go to the Job History tab and select the Experience dropdown. This section is divided into three sub-sections: Internal Projects, External Projects, and Current Projects.
Each sub-section has two headings: Last 5 Projects and Largest 5 Projects. The details of each project listed include the client name, project name, contract value, sector/industry, job completion, start date, and end date.
The Interactions tab contains a history of interactions between the vendor and your organisation such as status changes and sourcing events.
The interactions listing displays:
Interactions are classified into five types: Status Change, RFQ, Engagement, Evaluation, Award or Message.
To refine your search, you can use the Show Filters button located at the top right of the page. This button allows you to filter the interactions by Interaction Type, Start Date or End Date according to your preference.
The Documents enables you to manage internal documents related to the vendor.
The document types that you can include in this section are dependent on customised configuration. If you want to add a new type of document, you can contact the Support team.
The Re-Qualification History tab enables you to manage the vendor's re-qualification records. This section displays the date when the vendor was re-qualified, who approved the re-qualification, as well as any comments provided by the approver. It also indicates the upcoming re-qualification due date.
The Status column shows Expired if the re-qualification date has passed, Current if it has been initiated but not completed, or Finalised once the re-qualification has been completed.
To re-qualify a vendor, simply click the Re-Qualify button on the right and provide a comment (which is required). The next re-qualification due date will be automatically set.
The Payment Details feature is required to be enabled for your organisation to access and manage a vendor's payment details. This section provides information such as the account name, financial institution, BSB, account number, account contact, and any relevant supporting documentation.
In addition, you can specify the payment terms for each vendor in this section.
The Vendor Questionnaire tab displays a list of questionnaires that have been sent to the vendor to gather additional information when needed at a later time. You can also send a questionnaire to the vendor by clicking the Send Questionnaire button where you can set a deadline for their response and relevant notes.
These questionnaires are also known as ad hoc questionnaires.