Supplier and contract management

Supplier and contract management

Preamble

You access the supplier summary screen 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 of the table from the Suppliers tab.
      
To create a supplier:
  1. Only Name and Status are required.
  2. The External Ref field is also offered. For example, it can be filled in with the supplier's Third Party code from accounting, which will allow you to refine the mass import of invoices.
  3. By default when creating, the proposed status is "Referenced". 3 statuses are proposed for supplier management:
    1. Referenced : You have referenced this supplier for documentation and/or potential future collaboration.
    2. Active : you work with this supplier (contract, budget, order, consumed, etc.)
    3. Archived : You have worked with this supplier and will no longer work with them. Your suppliers in the Archived state are no longer presented by default in your search or selection lists but remain present with their data history.
    Idea
    Abraxio helps you update your supplier statuses using an alert and recommendation system
Idea
In the Summary view, it is possible to group suppliers according to a criterion of your choice. To do this, go to Administration > Configuration > Suppliers ( Suppliers module configuration ). This grouping criterion will appear in the supplier creation form to categorize your suppliers according to this criterion.
After validating the form, the supplier is created and added to the repository.

Changing 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 the supplier's information
  2. (4) Clicking on the supplier line will allow you to access the supplier's "Identification" sheet:
      


Supplier sheet update

The home screen of a supplier record is composed of:
(1) Quick access to the supplier list 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 fill in all of their information via the Identity tab. All of this information is optional.


This tab allows you to enter all the supplier's information (Signage, Contact details, Payment methods, Evaluation, Services offered, Contacts, Support information). For each block, click on edit the block in modification:
  1. Identification
The Data Sheet brings together the supplier's main identification information:
  1. On the Identity section:
    1. You can complete the supplier identification data (SIREN/SIRET, intra VAT) and update the information entered during creation.
    2. It is possible to update the supplier status (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 additional analytical axes are available and customizable (in the Admin > Configuration > List of values > Suppliers section).
    3. A Description field allows you to complete the supplier identification.
  1. Services offered
In the Services Offered area, you can enter the services that the provider can provide to you.
The list of services offered is aligned with the CIGREF reference. It corresponds to the list of subcategories of Resources in the configuration of the lists of values. 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 Contact details block:
Idea
A simple click on the element directly opens the specified URL in a new tab.
  1. Payment terms:
You can add the terms related to the payment of supplier invoices in this block as well as their default currency which you will find pre-filled when entering the invoice for the supplier in question:


  1. Assessment :
In the evaluation block, you will be able to evaluate your supplier according to 4 predefined criteria that will calculate an overall score. You will also be able to add comments and a general assessment to complete the evaluation of your supplier:

  1. Support:
In the support block, you can indicate all the information and procedures to follow to contact your supplier in case of need for assistance:

Notes
All of this information will be presented in a green block at the top right of both the Identification and Management tabs for 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:

Idea
Clicking on a phone number, email, or address will trigger a phone call, initiate an email, or start a Google Maps search, respectively.

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 Contracts section:
    1. The indicators correspond to the number of active contracts with the supplier as well as the number of deadlines to be processed.
      1. By clicking on "Show," Abraxio redirects to the supplier's Contracts tab to view the details.
  1. In the Budget section:
    1. All the amounts indicated correspond to the year selected in the drop-down menu of budget years (it is set by default to the current budget).
    2. The supplier's budget is divided into two parts (clickable indicators to view the details):
      1. The non-collaborator budget corresponds to the sum of the budgets of the budget lines on which this supplier is listed (excluding employee assignments).
      2. The Collaborator budget corresponds to the budget of external service providers managed on this supplier.
    3. The supplier's committed budget is divided into two parts:
      1. The consumed amount (clickable indicator to view the invoices).
      2. The balance of orders (clickable indicator to view the details of the order balance).
    4. Two other budget indicators are visible but not clickable:
      1. The ordered amount in % and in euros.
      2. The share of the supplier's budget in the overall budget of the year.
  1. In the Budget Evolution section:
    1. You can track the evolution of the budget concerning the supplier over your different years.
    2. For each year, you can see the part of the budget that concerns Collaborators (external) and that of the budget excluding Collaborators.
    3. If you click on the budget amount for a year, you access the list of budget lines concerning this supplier for the given year.
  1. In the Resources section:
    1. You will find all the resources created in the Resources module and associated with this supplier.
    2. You can display the details of each resource and modify it.
  2. You will also find the documents and tasks related to the supplier with the possibility to add more.



Suppliers Utilities: Supplier Identifier

A stable "functional" identifier is assigned to each supplier. This identifier is presented in 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 the suppliers:

  1. When importing suppliers, the Identifier column is available to update an existing supplier. The search for an existing supplier to trigger a merge will be done 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. It triggers the copy of the identifier to the clipboard:

Export of suppliers

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

Delete a supplier

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



A popup opens to confirm the deletion:



Supplier contract management

Supplier contract management is accessible via the Contracts tab of the supplier record. It provides access to:
  1. 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. Fill in 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, you can 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 based on the filters configured in the view
    1. one click on allows you to display all the information in the contract file (Signage, Notes, Deadlines, etc.)
    2. Clicking on an element of the contract line allows you to display and modify the Contract Data sheet


The contract sheet is organized into 5 blocks: Signage, Notes, Documents, Commitments and Deadlines:
  1. Signage: you will find the information entered in the contract creation form and can modify it by clicking on to edit the sheet

  1. Notes: Enter important events related to this contract (2)
    1. Click on to add a note
    2. Click on to add a note or edit notes


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


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


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

Cancellation of a contract

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



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

Warning
Deleting a contract results in the deletion of all the contract's information, particularly the associated contract deadlines.

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