The Onboard Suppliers sub-menu serves the purpose of integrating new Suppliers into the MeRLIN system. Two options are provided for onboarding a supplier into MeRLIN:
- Utilize the Qualification Questionnaire or Compliance Survey to assess and ensure that the supplier meets the specified qualifications. If necessary, both can be sent. Following the evaluation, extend an invitation to the supplier.
- Alternatively, directly dispatch the Supplier Registration form to the supplier to facilitate their registration into MeRLIN.
Pursuit Suppliers Onboarding Processes are also captured under this Onboard Suppliers list.
Menu Path: Supplier Management >> Onboard Suppliers
The User Interface is shown below
- Click on the Create New button to create a supplier onboard invitation.
- Provide the name of the invitation and a short description.
- In the Add New Supplier Pop-Up, if required you can get the DUNS information of the supplier by clicking on the Get DUNS Information by providing the Supplier Name, Country, State and City.
- Note that you also have the provision to provide the details of one or more suppliers using the bulk upload option, download the template, fill in the list of suppliers and their details and upload the template.
- You can also provide the supplier details – provide the supplier name, and email address and choose the registered Country from the list of Countries.
- Choose the required onboarding steps.
- Qualification: Choosing Qualification will send a qualification questionnaire to the Supplier. Once the supplier responds, the buyer can evaluate under Supplier Evaluation.
- Compliance: Choosing the Compliance option will let you choose the Survey template you need to send to the Supplier.
- Registration: A direct supplier registration link is sent to the supplier.
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- Default documents are displayed, you can also choose to upload new documents if required. Add Attachments by clicking the Choose File button and use the Delete button to delete existing attachments.
- You may also exempt the suppliers from accepting specific terms and conditions by selecting the policies from the list of Policy Exemptions.
- The buyer can choose to add categories using the “Add/Edit Categories” option. When the Add/Edit Categories option is selected, buyers can choose items from the category tree efficiently. Once the desired categories are selected, buyers can proceed to send invitations to suppliers.
- Buyers can efficiently upload category data using the Excel Upload feature, allowing for quick and accurate addition of multiple categories in a single action.
- The Categories tab provides a streamlined interface for buyers to efficiently input category details into the template. It features a drop-down column, allowing for easy selection and accurate data entry, thereby enhancing usability and reducing potential errors.
- Click Save.
Actions
- Resend Invitation: Click on “Resend Invitation” to resend the invite. The user can choose to edit the email ID, if required, and resend the invite.
- Edit Supplier: For invited Suppliers, who have not yet submitted the Registration form, Buyers can use the “Edit Supplier” button to fill in the registration form. For details on filling up the Supplier registration form, please refer to the Supplier portal User manual.
- Recall Invitation: If the Invite is unintentional, Buyers can recall the invite by clicking “Recall Invitation”. Recalled invites are maintained with the status “Recalled”. Such invites can be resent by clicking on “Resend Invitation”. Once the supplier has started editing the supplier registration information, the recall option will not be available. An email notification will be sent to the supplier. The buyer can choose to recall before the supplier starts editing or if the supplier has already started to edit the form, he will be notified when he tries to submit the registration form
- Recall Questionnaire: The supplier will no longer be able to access the Supplier Questionnaire link and respond to a questionnaire.
- Policy Exemptions: The Policy Exemptions section displays a list of policies that the supplier is not required to accept before logging in to the supplier portal.
- Change Responsible Buyer: Provision to change the responsible buyer of the supplier. This option is only available if you are a “Vendor Master”.