Supplier and contract management

Supplier and contract management

Introduction

The supplier summary screen is accessed by clicking on the "Suppliers" module:

      

Creating a supplier


To create a supplier:
  1. Click on  from the Summary screen, at the top of the supplier quick access list
Or
  1. Click on  at the bottom on the hand-left side of the table from the Suppliers tab.
      
To create a supplier:
  1. Only Name and State are required.
  2. The External Ref field is also available. It can, for example, be entered using the supplier's Third Party code from accounting, which will make it possible to refine the mass import of invoices.
  3. By default upon creation, the proposed state is “Referenced”. 3 states are proposed for supplier management:
    1. Listed : You have listed this supplier for documentation and/or potential future collaboration.
    2. Active : you work with this supplier (contract, budget, order, consumption, etc.)
    3. Archived : You have worked with this supplier and will no longer work with them. Your suppliers in Archived state are no longer presented by default in your search or selection lists but remain present with their data history.
    Abraxio helps you update your supplier reports thanks to an alert and recommendation system
    In the Synthesis view, it is possible to group suppliers according to a criteria of your choice. To do this, go to Administration > Configuration > Suppliers (Configuration of the Suppliers module).  This grouping criterion will appear in the supplier creation form to categorise your suppliers according to this critera. 
After validation of the form, the supplier is created and added to the repository.

Editing a Supplier

You can now provide additional information:
  1. from the Summary screen: click on the Supplier name to access all of the supplier's information :
      
  1. from the Suppliers tab:
      
  1. (3) One click will allow you to access all of the supplier's information
  2. (4) Clicking on the supplier's line will allow you to access the supplier's "Signature" sheet:
      


Updating the supplier file

The home screen of a supplier record is made up of:
(1) Quick access to the list of suppliers to easily navigate through the different supplier files
(2) Access to the 3 supplier management tabs : Identity, Management, Contract
      

Identity tab

The first step after creating a supplier is to provide all of its information via the Identity tab. All of this information is optional.

      

This tab allows you to enter all of the supplier's information (Signage, Contact details, Payment terms, Evaluation, Services offered, Contacts, Support information). For each block, click on Edit :
  1. Signage
The Material Safety Data Sheet brings together the main identification information from the supplier:

  1. On the Identity part:
    1. You can complete the supplier identification data (SIREN/SIRET, intra VAT) and update the information entered at creation.
    2. It is possible to update the status of the supplier (Active, Referenced, Archived)
    3. An audit trail is available: date and user of creation and last modification.
  2. On the Qualification part of the screen:
    1. The "Used by" field, offered in the default configuration, is configurable (field name and list of values).
    2. 2 complementary analytical axes are available and customizable (in the Admin > Configuration > List of values > Suppliers section).
    3. A Description field allows you to complete the identification of the supplier.
  1. Proposed services
In the Services offered area, you can enter the services that the supplier can provide you.
The list of services offered is aligned with the CIGREF standard. It corresponds to the list of Resources subcategories in the value list configuration. You can add subcategories to this list. If you contract with the supplier, you can then associate resources with the supplier and find them in the Supplier management tab.

      
  1. Contact details
The Contact details block allows you to reference the supplier's postal address data, useful sites, telephone number and email address :

      
Adding a “supplier site” allows you to reference the URL of the supplier application, its website, its Linkedin page, etc. and make it accessible in one click on the supplier file. The links are displayed on the Coordinates block:

A simple click on the element directly opens the URL entered in a new tab
  1. Terms of Payment :
You can add the terms related to the payment of supplier invoices in this block :
     
       
  1. Rating :
In the evaluation block, you will be able to evaluate your supplier according to 4 predefined criteria which will calculate an overall score.

You will also be able to add comments and a general assessment to complete the evaluation of your supplier:

      
Support :

In the support block, you can indicate all the information and procedures to follow to contact your supplier if you need assistance:

      
All of this information will be presented in a green block at the top right of the two Identification and Management tabs in order to have quick access to this information:

      
  1. Interlocutors:
To complete the supplier file, you can insert your contacts by clicking on "+ Add"  in order to reference all of your contacts:
       
      


A click on a telephone number, an email or an address triggers a telephone call, the initialization of an email or a Google Maps search, depending on the case.

Management tab

The Management tab (displayed by default) presents a supplier dashboard: budget indicators, number of active contracts, share of the overall budget, resources, tasks and documents associated with the supplier, Support information, etc.

      
  1. In the Indicators area:
    1. All amounts indicated correspond to the current financial year.
    2. The supplier budget indicated represents the sum of the budgets of the budget lines on which this supplier is entered.
    3. If you click on:
      1. the budget amount: you access the list of budget lines concerning this supplier (1)
      2. the amount Ordered: you access the list of orders concerning this supplier (2)
      3. the amount Consumed: you access the list of invoices concerning this supplier (3)
    4. You can also directly access active contracts and deadlines to process.
  2. In the Budget Evolution area:
    1. You can follow the evolution of the budget concerning the supplier over your different financial years.
    2. If you click on the budget amount for a financial year: you access the list of budget lines concerning this supplier for the given financial year (4)
  3. In the Resources area:
    1. You will find all the resources created in the Resources module and associated with this supplier.
    2. You can view the details of each resource and modify it.
  4. You also find the documents and tasks linked to the supplier with the possibility of adding them.

Supplier utilities: Supplier identifier

A stable ‘functional’ identifier is assigned to each supplier. This identifier takes the form of a string of 26 alphanumeric characters:
  1. The identifier is available in the data dictionary of the summary table (and present by default in the full view) and in the Excel export of suppliers:
  1. When importing suppliers, the Identifier column is available for updating an existing supplier. The search for an existing supplier to trigger a merge will be carried out in order of priority on : Identifier / External reference / Name
  2. From the details of a supplier, a ‘Copy identifier’ action is available from the options menu at the top right of the title bar . This action copies the technical identifier to the clipboard :


Supplier export

An Excel export of supplier data is available from the Supplier Module title bar menu:


Deleting a Supplier

Deleting a supplier is accessible from the advanced menu of the file at the top right of the title bar  :



A popup opens to confirm the deletion:

      

It is not possible to delete a supplier referenced by resources, invoices, budget lines, etc.
In this case, we advise you to archive your supplier by modifying its Status in the Material Safety Data Sheet.

Management of supplier contracts

Supplier contract management is accessible via the Contracts tab of the supplier file. It gives access to:
  1. the creation and management of supplier contracts
  2. the creation and management of contract deadlines
Only Manager, Project Manager and Management profiles with access to the module will have access to it.
Collaborator profiles with access to the module will not have access to this tab.

Creation of contracts

To create a contract:
  1. click on   in the Contract tab
      

  1. Complete the contract information:
    1. (1) 3 customizable analytical axes are available on contracts (configuration in the Admin module > Configuration > List of values > Suppliers > Contracts)
      

Contract update

To update a contract, it is possible to access it:
  1. from the supplier file: in the Contract tab, to display a contract click on the name of the contract in the list on the left
      

  1. from the Contract tab of the Suppliers module: you view all the contracts created according to the filters configured in the view
    1. one click on allows you to display all the information in the contract sheet (Signage, Notes, Deadlines, etc.)
    2. a click on an element of the contract line allows you to display and modify the contract information sheet
The contract sheet is organized into 5 blocks: Signage, Notes, Documents, Commitments and Deadlines:


  1. Signage: you find the information entered in the contract creation form and can modify them by clicking on "Edit" to edit the file

  1. Notes: enter the important events related to this contract (2)
    1. Click "+ Add" to add a note
    2. Click on "Edit" to add a note or edit notes

  2. Documents: you can reference the documents associated with your contract here
    1. Click on "+ Add" to add a document via a file or a link to an url
    2. Or directly drag and drop a document

  3. Commitments: fill in the contractual commitments in order to view them on the contract sheet (GTI, GTR, etc.) (4)
    1. To click on "+ Add" to add a commitment
    2. Click on "Edit" to add a commitment or modify commitments

  1. Deadlines: view/process contract deadlines (5) and create contract deadlines (6): see article managing contract deadlines)

Deleting a contract

Deleting a contract is accessible at the top right of the contract form from the advanced menu of the form at the top right of the title bar :



A message will ask to confirm the deletion of the contract if there are commitments, notes or contract deadlines on the contract to be deleted :
      

Deleting a contract results in the deletion of all contract information and in particular associated contract deadlines.

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