Statuses
A supplier moves through these statuses in order. A status marked Optional is not used on every record.
| Status | Who acts | What happens | Signature | Article |
|---|---|---|---|---|
| 1Draft | Coordinators | The supplier is created here. The Coordinators sign to submit it for approval. | Yes | Sign a supplier for approval |
| 2Awaiting Preliminary ReviewOptional | — | — | — | How supplier qualification works |
| 3Awaiting Approval | Approvers | Sign to move the supplier to Awaiting QA Review; the panel also offers to send it back to Draft. | Yes | Sign a supplier for approval |
| 4Awaiting QA Review | QAs | Sign the quality approval to approve the supplier, or send it back with a reason. A Critical or Major supplier needs a current Quality Agreement; without one the move to Approved is greyed. | Yes | Sign a supplier for approval |
| 5Approved | Approvers, QAs, Coordinators | The supplier is approved. Approvers and QAs can put it on hold or on probation, and an Approver whose system role is Administrator can also disqualify it; Coordinators can only put it on hold. | Yes | How supplier qualification works |
An approved supplier can also move to one of three side statuses. The move is made from the status button; the move to On Hold is signed, with a Remark. A supplier On Hold returns to Approved when a QA signs it back, with a reason: see Take a supplier off hold.
| Side status | Who moves it there | What happens |
|---|---|---|
| On Hold | Approvers, QAs or Coordinators, from Approved | The supplier is on hold. |
| Probation | Approvers or QAs, from Approved | The supplier is on probation. |
| Disqualified | An Approver whose system role is Administrator, from Approved or On Hold | The supplier is disqualified. |
Roles
Two kinds of role decide what you can do with a supplier: your system role, and the roles you are named in on the supplier.
System roles — set for each user
- Administrator
- A system role. Adds and edits suppliers. Named as Approver, an Administrator is also offered Disqualified.
- Supervisor
- A system role. Adds and edits suppliers.
- Regular User
- A system role. Adds and edits suppliers.
- Read Only User
- A system role. Opens suppliers; cannot edit or move them.
Supplier roles — named on each supplier
- Coordinators
- Named on the supplier. Own the record, submit it and can put an approved supplier on hold.
- Approvers
- Named on the supplier. Give the business approval.
- QAs
- Named on the supplier; their profile has Is QA? switched on. Give the final quality approval.
Who can do what
The Suppliers Permissions page (Settings & Master › Permissions) lists no matrix; this table shows what each role is offered on a supplier record. A status name in a cell means the action is allowed in that status only. A Read Only User cannot edit or move a supplier.
| Your system role | Named on the supplier | ||||||
|---|---|---|---|---|---|---|---|
| Action | Administrator | Supervisor | Regular User | Read Only User | Coordinators | Approvers | QAs |
| Add a supplier How to: Add a supplier | Yes | Yes | Yes | No | Not a role on the supplier for this action | Not a role on the supplier for this action | Not a role on the supplier for this action |
| Edit the supplier details | Yes | Yes | Yes | No | Not a role on the supplier for this action | Not a role on the supplier for this action | Not a role on the supplier for this action |
| Submit from Draft How to: Sign a supplier for approval Signed. | No | No | No | No | Draft | No | No |
| Sign for approval How to: Sign a supplier for approval | No | No | No | No | No | Awaiting Approval | Awaiting QA Review |
| Send back How to: Sign a supplier for approval With a reason. | No | No | No | No | No | Awaiting Approval | Awaiting QA Review |
| Put an approved supplier on hold How to: Put a supplier on hold Signed, with a remark. | No | No | No | No | Approved | Approved | Approved |
| Take a supplier off hold Signed, with a reason. | No | No | No | No | No | On Hold | On Hold |
| Put an approved supplier on probation Read: How supplier qualification works | No | No | No | No | No | Approved | Approved |
| Disqualify How to: Disqualify a supplier Offered to an Approver whose system role is Administrator; an Approver or QA who is a Supervisor or Regular User is offered On Hold and Probation, not Disqualify. | No | No | No | No | No | Approved, On Hold | No |
If something is different
- You are an Approver or QA and are not offered Disqualified. It is offered to an Approver whose system role is Administrator. An Approver or QA who is a Supervisor or Regular User is offered On Hold and Probation only. See Disqualify a supplier.