Transferring Internal Registrations to Suppliers

Objective

After completing this lesson, you will be able to invite a supplier to participate in an internal registration

About Inviting a Supplier to Participate in an Internal Registration

Inviting a supplier to an internal registration transfers access to external questionnaires from assigned internal recipients to the invited supplier contact. The supplier must now create an account or sign into an existing account on SAP Business Network to fill out the external questionnaires and submit them. When you first invite a supplier to an internal registration, you send them the external questionnaires for the first time, and those questionnaires close after the amount of time defined for new questionnaires in your site's questionnaire setup.

If the supplier was initially registered through an approved internal registration project, you can't change which external questionnaires are included in the registration when you invite the supplier to it. In this case, registration always contains the external questionnaires selected for the original internal registration. If the supplier was internally registered through a data import, you select the external questionnaires to include in the registration when inviting them to participate.

If the ability to specify a requester when inviting a supplier to register feature is enabled in your site, you can also choose the requester for the registration, such as an individual in your organization with whom the supplier is familiar or already has a relationship. The requester's name shows in the From field of registration invitations.

How to Invite a Supplier to Participate in an Internal Registration

Use these steps to invite a supplier to participate in an internal registration for the first time by signing into SAP Business Network and updating external questionnaires, making the registration external.

Prerequisites

  • To invite a supplier to participate in an internal registration, you must be a member of the Supplier Registration Manager or SM Ops Administrator group.
  • The supplier must have one of the following registration statuses:
    • Registered, through either an internal supplier registration data import or an approved internal registration project.
    • Registration Denied, through a denied internal registration project.
  • You can't invite a supplier to participate in an internal registration if they have an internal registration project that is in progress or a questionnaire update submitted by an internal recipient is in progress.
  • The supplier must have at least one contact. To add or edit a supplier contact on the send questionnaires page, you must be a member of the Supplier Registration Manager or SM Ops Administrator group.
  • To specify a requester for the registration during invitation, the requester selection feature (SM-20904) must be enabled.

Business Scenario

Protech International has become a higher-volume supplier for the buying organization NSM Global. Due to this change in relationship, supplier manager Amy Chen has decided to convert the supplier’s existing internal registration to an external one so Protech International can maintain its profile information.

In this video, you’ll watch Amy invite Protech International to participate in the existing internal registration.

Steps

  1. On the Supplier Management dashboard, locate the internally registered supplier you want to invite.

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

  3. Perform one of the following actions to open the Registration detail area of the supplier’s profile:

    • 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. Perform one of the following actions:

    • If the supplier was internally registered through a data import, choose Invite.
    • If the supplier has an approved or denied internal registration project, choose Invite supplier, then choose Send Invite to confirm you want to invite the supplier to the registration.

  5. Select the contact to whom you want to send the registration invitation. If the supplier has only one contact, it's automatically selected. If the contact you wish to invite isn't in the list of available contacts, you can add them now.

  6. Optional: If the select requester feature is available in your site, perform one of the following actions:

    • If there's no requester set for the registration and you want to make a person in your organization the requester, choose Select requester, select that person, and choose Confirm.
    • If there's already a requester for the registration and you want to select a different person, choose Change requester, select a different person in your organization, and choose Confirm.

  7. Choose Send.

Result

The supplier contact you selected receives an invitation for each external questionnaire in the registration. The invitation asks them to create an account or sign into an existing account on SAP Business Network and fill out and submit the questionnaires.

The Registration detail area of the supplier's profile now shows the supplier contact you invited in the Supplier recipient and Email fields. The internal recipients previously assigned to external registration questionnaires can no longer edit them.

If you selected a registration requester, the invitation e-mail notifications to the supplier show the requester's name in the From field. Otherwise, the name in that field is determined by how your organization has set up each registration questionnaire.

If the supplier had a registration status of Registered from an internal registration data import, inviting them to participate in the registration creates a registration project for the first time and resets their registration status to Invited. Their registration proceeds through the workflow your organization has defined for new registrations. They can only achieve Registered status again through the final approval of the external registration.

If the supplier had a registration status of Registration Denied from an internal registration project, inviting them to participate in the registration restarts it. They now have a registration status of Invited and the workflow that your organization has defined for new registration restarts. In this case, the supplier doesn't see any previous answers from internal recipients in external questionnaires since the internal registration was denied.

If the supplier had a registration status of Registered from an internal registration project, they remain in Registered status after you've invited them to participate in the registration, and the system treats all subsequent activity in the registration as updates. In this case, the supplier contact sees the last approved internal answers in external questionnaires and can update them as needed. The questionnaire version history retains all approved versions previously submitted by internal recipients and approved updates from the supplier in the future.

Next Steps

For suppliers invited to a formerly internal registration, if the supplier doesn't respond, external registration questionnaires close after a time defined by the circumstances of the previous internal registration and your site's questionnaire setup.

After a questionnaire has closed, the supplier contact can no longer edit it to fill it out. If a supplier hasn't responded, or if the invitation has bounced, reinviting the supplier to register reopens any closed questionnaires and allows you to choose a different supplier contact if necessary.

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