Starting Internal Supplier Registrations

Objective

After completing this lesson, you will be able to start a new internal supplier registration

About Registration on Behalf of a Supplier

In an internal registration, people in your organization submit external registration questionnaires on behalf of a supplier. The supplier doesn't participate in the registration. Your organization's supplier registration projects can have one or more external registration questionnaires, some of which can be optional. You can choose which optional questionnaires to send to recipients. You choose one internal recipient for each external questionnaire, and you can select different recipients for different questionnaires. A recipient can be any internal user in your site. Each external registration questionnaire generates a separate e-mail notification to the recipient.

You can start an internal registration for a supplier if they have a registration status of:

  • Not Invited because no one has started a registration for them before.
  • Registered because of an internal supplier registration data import. In this case, the data import sets the supplier's registration status but doesn't create a registration project with tasks and questionnaires. Starting an internal registration creates the registration project so that recipients in your organization can fill out questionnaires and approvers and task owners can complete tasks in the registration workflow.

Note

After the internal registration is completed, you can invite the supplier to participate and fill out the external questionnaires. There's currently no way to change which external questionnaires are included in a registration after it has started. Therefore, when you start an internal registration and choose the questionnaires to include, remember that the supplier may eventually participate.

How to Start an Internal Supplier Registration

Use these steps to start an internal registration and invite people in your organization to fill out external questionnaires on behalf of a supplier. The supplier doesn’t participate in internal registration.

Registration managers start internal registrations when they want to onboard a supplier that’s low-volume or one-time, isn't tech-savvy, is a government entity or third party, or otherwise wishes to register without creating an account on SAP Business Network.

Prerequisites

You must be a member of the Supplier Registration Manager or SM Ops Administrator group to start an internal registration on behalf of a supplier.

Business Scenario

Supplier manager Amy Chen must register Protech International, an organization she expects to be a low-volume supplier for her company. Based on this assumption, Amy decides to use an internal supplier registration to collect supplier profile information.

In this video, you’ll watch Amy start a new internal supplier registration for Protech International.

Steps

  1. Locate the supplier you want to register on the Supplier Management dashboard.

    Hint

    In supplier search results, you can filter by the registration status Not Invited to show new suppliers who haven't yet been invited to register. However, there's no way to distinguish suppliers who have Registered status through an internal registration data import and for whom you can manually start an internal registration in supplier searches.

  2. Choose the supplier's name to open their profile.

  3. Perform one of the following actions to open the Registration detail area:

    • In the classic supplier 360° profile, choose Registration in the left-hand navigation bar.
    • In the supplier's profile summary, choose the registration status link in the Supplier Status panel.

  4. Choose Start internal registration.

  5. On the confirmation popup, choose Start Registration to confirm that you want to start the internal registration.

  6. Select any optional questionnaires you want to include in the registration. If there is only one questionnaire or if a questionnaire is required, it's automatically selected, and you can't uncheck it.

  7. Choose a recipient for each questionnaire included in the registration.

    1. Choose Choose recipient in a questionnaire’s row.

    2. Search for and select the person in your organization you want to make the questionnaire recipient.

    3. Choose Confirm.

  8. Choose Send.

Result

The supplier now has the status Invited. The selected recipients receive notifications for each external questionnaire you included in the registration. They can use links in the notifications or navigate to the supplier's profile to edit and submit the external questionnaires to which they're assigned.

The Registration detail area of the supplier's profile now shows the external questionnaires you included in the registration, any internal questionnaires your organization uses for registration, and all registration tasks. To view questionnaire or task details, choose View. The Supplier recipient field shows the name and e-mail address of the internal recipient for the first listed questionnaire. The questionnaire details page for each external registration questionnaire shows the name of its internal recipient.

Next Steps

In internal registrations, external questionnaires remain open regardless of due date settings in the questionnaire setup. However, if a recipient hasn't responded, reinviting the recipient sends a new e-mail invitation or allows you to choose a different recipient if necessary.

After the internal registration is approved, if you later decide to establish communications with the supplier and have them provide registration information, you can invite them to participate and convert the internal registration to an external one.

Start a New Internal Supplier Registration

In this exercise, you’ll start a new internal supplier registration as a supplier manager.

ExerciseStart Exercise

Steps

  1. On the Supplier Management dashboard, search for Acme Business Solutions.

    1. Enter Acme Business Solutions in the search bar.

    2. Choose the search icon.

  2. Choose the supplier’s name to open their profile.

  3. Choose Registration in the left-hand navigation bar of the supplier’s profile.

  4. Choose Start internal registration.

  5. On the confirmation popup, choose Start Registration.

  6. Choose a recipient for the registration questionnaire.

    1. Choose Choose recipient in the questionnaire’s row.

    2. Select Amy Chen.

    3. Choose Confirm.

  7. Choose Send.

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