Inviting Suppliers to Fill Out Standalone Modular Questionnaires

Objective

After completing this lesson, you will be able to invite suppliers to fill out standalone modular questionnaires.

About Inviting Suppliers to Standalone Modular Questionnaires

Standalone modular questionnaires are always external, meaning they can only be sent to suppliers.

When inviting suppliers to fill out standalone modular questionnaires, you send invitations to the supplier contacts. You can only send these invitations to suppliers that have at least one supplier contact with an associated e-mail address. The default recipient for each invitation is the supplier’s primary supplier contact, but you can add missing contacts or select different contacts before sending invitations.

You can invite multiple suppliers to fill out multiple standalone modular questionnaires in a single operation.

How to Invite Suppliers to Fill Out Standalone Modular Questionnaires

Use these steps to invite suppliers to fill out standalone modular questionnaires. This invitation is for standalone questionnaires, meaning that the invitation isn't related to a specific supplier management process.

Prerequisites

To send standalone modular supplier management questionnaires, you must be a member of the SM Modular Questionnaire Manager group.

To add, edit, or delete a supplier contact in a supplier's profile or when inviting a supplier to a questionnaire, you must be a member of one of the following groups:

  • Supplier Registration Manager
  • SM Ops Administrator
  • Customer Administrator
  • Category Manager
  • Commodity Manager
  • Event Administrator
  • Limited Event Administrator
  • Sourcing Project Administrator
  • Supplier Project Administrator
  • Supplier/Customer Manager
  • Supplier/Customer Agent

Members of the Supplier Qualification Manager group can add, but not edit or delete, supplier contacts in the supplier's profile and when inviting a supplier to a questionnaire.

Business Scenario

Amy Chen, a supplier manager at NSM Global, is tasked with gathering diversity and information security management certificates for new IT suppliers. To fulfill this responsibility, she’ll utilize standalone modular questionnaires designed to collect these certificates directly from suppliers.

In this video, you’ll watch Amy invite suppliers to fill out standalone modular questionnaires.

Steps

  1. On the dashboard, choose Manage → SM Modular Questionnaires.

  2. On the Questionnaire page, select the questionnaires you want to send to your suppliers.

  3. Choose Next.

  4. Select the suppliers you want to fill out the questionnaires you previously selected.

  5. Choose Next.

  6. On the confirmation page, select the Suppliers good to go tile and verify that the primary contact for each listed supplier is the person you want to invite to fill out the questionnaires. If not, perform the following actions:

    1. Choose Change contact.

    2. Optional: If the person you want to invite isn't listed as one of the supplier's current contacts and you have the required permissions, choose Add Supplier Contact and add a contact.

    3. Select the contact that you want to invite and choose Save.

  7. If you added any suppliers that don't currently have contacts and you have the required permissions to add contacts, select the Suppliers missing contact tile and add a contact.

  8. Choose Send.

Result

Each modular questionnaire you sent generates an e-mail invitation to the specified supplier contact. The supplier contact can use the e-mail links to sign in to their SAP Business Network account and then complete and submit the questionnaires.

In the Questionnaires detail area of the selected suppliers, the Questionnaire tab displays the modular questionnaire projects to which they have been invited. The Task tab shows any tasks associated with those questionnaire projects. Each questionnaire project initially has a status of Not Responded. To see the details and process flow graphs for a questionnaire project, choose View.

If the questionnaire project is approved and has an expiration schedule, you’ll receive a notification when it moves to Expiring status and another notification when it moves to Expired status.

Invite a Supplier to Fill Out Standalone Modular Questionnaires

In this exercise, you’ll invite a supplier to fill out standalone modular questionnaires.

ExerciseStart Exercise

Steps

  1. On the dashboard, choose Manage → SM Modular Questionnaires.

  2. Select the questionnaires you want to send to your suppliers.

    1. Select Diversity Certificates.

    2. Select ISO 27000 Family - Information Security Management Certificates.

  3. Choose Next.

  4. Select the suppliers you want to invite to fill out the questionnaires you selected in the previous step.

    1. In the search field, enter PLC.

    2. Choose Search.

    3. Select PLC Enterprises.

  5. Choose Next.

  6. Verify that the supplier's primary contact is the person you want to invite to fill out the questionnaires.

  7. Choose Send.

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