Supplier Approval
New suppliers must be approved before they can be used in purchase orders. The Supplier Approval process ensures due diligence is completed and only verified vendors enter your procurement workflow.
Approval Process
- A user creates a new supplier record (status: Pending).
- An approver (typically a procurement manager or administrator) is notified that a new supplier requires review.
- The approver opens the supplier detail page and reviews the company information, contact details, uploaded compliance documents, and any notes.
- The approver clicks Approve or Reject.
- If approved, the supplier’s status changes to Approved and it becomes available in the PO supplier dropdown.
- If rejected, the status changes to Rejected with the rejection reason recorded. The original creator is notified and can update the record and resubmit.
Supplier Statuses
| Status | Description |
|---|---|
| Pending | Newly created, awaiting review by an approver. |
| Approved | Reviewed and accepted – available for use in purchase orders. |
| Rejected | Declined by the approver. The rejection reason is recorded on the supplier record. |
| Inactive | Previously approved but now deactivated. Cannot be used in new POs. |
Who Can Approve
Only users with the Manager, Admin, or Super Admin role have permission to approve or reject supplier records. Regular users can create supplier requests and view supplier details but cannot change the approval status.
Resubmitting a Rejected Supplier
If a supplier is rejected, the creator can update the record (for example, uploading missing compliance documents or correcting contact information) and resubmit it for approval. The approval history shows all previous approval/rejection events.
TIP
Always upload the required compliance documents (tax certificates, insurance, etc.) before submitting a supplier for approval. This speeds up the review process.