Approving or Denying New Supplier Registrations

Objective

After completing this lesson, you will be able to approve or deny a new supplier registration questionnaire

About Approvals in New Supplier Registrations

External questionnaire recipients fill out and submit registration questionnaires once for a new registration. Approvals for external registration questionnaires directly affect supplier registration status. When a recipient submits the first external questionnaire for a new registration, the supplier moves to Pending Approval registration status. They can't move to Registered status until all external registration questionnaires are approved and any other tasks in the new registration workflow are completed. If one approver denies one external registration questionnaire, the supplier's registration status moves to Registration Denied.

The role of internal questionnaires in the registration workflow varies depending on their setup. Internal registration questionnaires are typically editable anytime they aren’t in approval. Depending on the configuration, approval of an internal questionnaire can be a required or optional part of a new registration. If the internal questionnaire is set up as a profile questionnaire, its approval or denial does not impact the supplier's registration status. Approval of nonprofile internal questionnaires directly affects the supplier's registration status.

How to Approve or Deny a Supplier Registration Questionnaire in a New Registration

If you're in the approval flow for a supplier registration questionnaire, use these steps to approve or deny it. Questionnaire approval is part of the overall approval process for new supplier registrations.

Business Scenario

Finance user Matthew Li and supplier manager Amy Chen are approvers for NSM Global’s external supplier registration questionnaire.

In this video, you’ll watch Matthew approve and Amy deny a supplier registration questionnaire in a new supplier registration.

Steps

  1. Open the approval task details page by performing one of the following actions:

    • Navigate to the Registration detail area of the supplier's profile, then choose Take Action in the Tasks table.
    • Choose the link in the approval notification e-mail.

  2. Review the questionnaire answers. Select the corresponding response link to view bank and tax details, then choose Done to return to the approval task details page.

  3. Perform one of the following actions:

    • To approve the questionnaire, choose Approve, enter an optional comment, and choose Approve.
    • To deny the questionnaire, choose Deny, enter an explanatory comment, and choose Deny.
    • To request additional information from the respondent, choose Request Additional Info, enter a comment explaining what information you want, and choose Request Additional Info.

Result

If you've approved the questionnaire and are the final approver in the registration, the supplier is now Registered. After approval, answers in internal and external registration questionnaires are added to mapped database fields and initially synchronized to an integrated system using manual or automatic synchronization, depending on your site's integration setup. External and internal questionnaires that affect registration status automatically reopen for further updates.

If you approved or denied an internal profile questionnaire that doesn't affect registration status, the registration status remains unchanged, and the questionnaire automatically reopens for further updates.

If you denied a questionnaire that affects registration status, the registration is now in Registration Denied status. Answers in denied external and internal required questionnaires are saved and shown on questionnaire detail pages but aren't added to mapped database fields. Suppliers with denied registrations aren't synchronized to an integrated system. Both external and internal questionnaires automatically close to further updates.

Any comments you or other approvers added during questionnaire approval show on both the questionnaire and approval task details pages, which you can see by viewing the questionnaire or task. Questionnaire details pages show all comments for all tasks in the project, and you can filter them to show the comments for the current questionnaire. Task details pages show only the comments associated with the current task. Depending on how your site's notifications are configured, approval comments can also be included in approval or denial notifications to suppliers.

If your organization uses different phases to manage tasks for new questionnaires and questionnaire updates, the questionnaire details page only shows comments for tasks in the current phase. When the questionnaire is new, comments for tasks in the new questionnaire phase are shown.

If you requested additional information during approval of an external questionnaire and entered a comment, the supplier sees the most recent approval comment when they revise their response.

Next Steps

If you or another approver denied a questionnaire in a new registration, you can start a new round of the approval task to reapprove it. A member of the Supplier Registration Manager or SM Ops Administrator groups can also restart the entire registration project.

If you or another approver finally approved a new registration and your site includes qualification projects, a qualification manager can now qualify the supplier for specific commodities, regions, and departments.

Approve a New Supplier Registration Questionnaire

In this exercise, you’ll approve a supplier registration questionnaire for a new registration.

ExerciseStart Exercise

Steps

  1. From the Registration detail area of the PLC Enterprises supplier profile, choose Take Action in the Tasks table.

  2. Review the answers to the questionnaire. To view bank and tax details:

    1. Select the corresponding response link.

    2. Choose Back to return to the approval task details page.

  3. Approve the questionnaire.

    1. Choose Approve.

    2. Choose Approve to confirm your approval.

  4. Choose Done.

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Learning

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