What are Suppliers/Vendors?
Whereas the other areas of your Spendesk account provide a direct look at a specific aspect of your Procurement Request or Spend, the Suppliers page instead gives you a centralized view of your organization's relationship with your Suppliers.
Find Suppliers on Spendesk
You can find Suppliers/Vendors in the Menu section on Spendesk.
How to use Suppliers
Suppliers Table View
There are a few key areas on the Suppliers table view:
Supplier Properties as Table Columns - there are a number of default Supplier properties that will show as columns on your table views.
1. Vendor Name
2. Vendor Primary Category
3. Total Annual Spend
4. Vendor Primary Department Owner
5. Last 12 Month Spend (to be integrated with Spendesk Payment Datas)
6. Last Month Spend (to be integrated with Spendesk Payment Datas)
7. # Active Contracts
8. Risk Level
9. Criticity Level
10. Vendor Onboarding Status
11. Bank Infos Status
12. Tax Infos Status
Add Supplier - click this button to manually add a supplier to the database.
Supplier Detail Page
There are tabs on the Supplier Detail Page:
Supplier Overview - high-level info, as well as other related records in your account
Supplier Spend - transactional spend via Spendesk
Supplier Documents - documents of sour supplier (IT , Compliance,…)
Supplier Contracts - every Supplier Contracts
Supplier Request History
Vendor Fields Configuration
In Procurement Requests, you can now collect vendor information that will be stored on the vendor page.
You can now add in process configuration vendor fields in request forms or approval task forms that will be provided by the request or task approvers.
Add a vendor field (here vendor contacts) in the request form to collect vendor informations from requesters.
Add a vendor field (here vendor status) in an approval task form to collect vendor informations from approvers.
You can now collect, in our Procurement Request:
Vendor Status: set the vendor as
Approved,ActiveorBlockedVendor Description : add a short summary of the vendor
Vendor website : add the vendor website link
Vendor Criticality Level : add the vendor tiering
Tier 1,Tier 2orTier 3Vendor Risk Level : add the vendor risk level
Low,Medium,HighVendor Adress : add the vendor adress
Vendor VAT Number : add the vendor VAT number
Vendor Contacts : add at least one vendor contact if you want to use the vendor portal to collect vendor informations
When Vendor information is stored on the vendor page
When a procurement request is created, every vendor information collected from the request is temporary stored in the request.
When the procurement request is completed, every vendor information collected from the request is stored in the vendor page and erases former vendor information.
Uses cases and examples
You need to ask several vendor questions to the requester and set it as required to submit the purchase request : add vendor fields (description, website, vendor contact) in the request form and set these fields as required
You need to set a vendor approval step when the vendor is new, add a vendor approval task and let the task approver set the new “Active” Status and complete/review vendor informations
Collect Vendor Informations from Vendor Portal
Overview
Save time collecting information from vendors, with a tailored vendor onboarding experience you can launch directly from a procurement request approval workflow.
Add vendor onboarding task in approval workflow
Within a Procurement Process , edit the approval workflow and add a Vendor onboarding step. Note that doing this will require a vendor contact to be added to any vendors that are onboarded. You can ask the requester to add a vendor contact from the request form, or you’ll need to set add a vendor contact before Vendor onboarding task activation.
Collect forms and documents from vendor
If you want to ask the vendor to fill forms during the procurement request, add several Vendor onboarding task and for each create a task form for each of this task.
Add as many vendor onboarding tasks as you need, and create as many forms as you want to be filled by the primary vendor contact.
Create you own custom IT survey to be send to the vendor primary contact.
Use cases and examples
You need to collect business information, security/compliance certificates in order to properly evaluate a new vendor
You need to request business information, tax information, payment details, security and compliance certificates, diversity certificates, etc. from a vendor
You need to collect CSR survey from a new vendor
Vendor Experience (Vendors only)
Receive an email with link to access vendor portal and submit forms
Once the vendor onboarding step is triggered in an approval workflow, the primary vendor contact will receive the below email to fill out the necessary forms.
Vendor Portal
This link will bring them into the vendor portal where they will fill out and submit the information that will now be shared in the procurement request and store when the request is completed in the vendor profile page.
As a primary vendor contact, see what the tasks you need to complete are, the upcoming tasks and the tasks that you have already completed.
As a primary vendor contact, fill forms (IT Survey, CSR Survey,…) sent by the procurement team.
Primary vendor contact can either fill information and save & quit or mark the task as done. When the task is marked as done, the information cannot be modified by the primary vendor contact.