How to Archive a Supplier and Related Programs/Records
There may be certain situations where you may need to archive a Supplier. For example, you have removed the Supplier from your Supplier Chain. When you archive a Supplier page you can also choose to archive all Supplier Related Programs/Records all at once. This Mass Archive selection function is only available within the Supplier page and is completed using the Archive Supplier Form.
Below are the steps that must be carried out in order to Archive a Supplier and Supplier Related Programs/Records. Expand each step below for further explanation.
Navigate to the Suppliers tab of the Supply Chain Management module using the 'Supplier Management>Supply Chain Management>Suppliers' buttons. You can then use the search bar or arrows to scroll through the Suppliers to locate the Supplier you wish to Archive. Click on the name of the Supplier to access the Suppliers page to access the 'Actions' button to Archive the Supplier.
Image: Navigation to Suppliers Tab using the 'Supplier Management>Supply Chain Management>Suppliers' Buttons
Navigate to the Suppliers tab of the Contacts in Master Data using the 'Master Data>Contacts>Suppliers' buttons. You can then use the search bar or arrows to scroll through the Suppliers to locate the Supplier you wish to Archive. Click on the name of the Supplier to access the Suppliers page to access the 'Actions' button to Archive the Supplier.
Image: Navigation to Suppliers Tab using the 'Master Data>Contacts>Suppliers' Buttons
After navigating to the Supplier's page, click the 'Actions>Archive' button to access the Archive Supplier Form.
Image: 'Actions>Archive' Button
Complete the Archive Supplier Form by going through each section and ticking what you would like to Archive.
Image: Blank Archive Supplier Form
1. Select All: Tick this box to tick all the boxes at once.
Note: If you tick the 'Select All' box, all the boxes will be ticked. However, if you decide to untick any of the boxes, the 'Select All' box will no longer be ticked. This box is only ticked when all other boxes are ticked.
Image: 'Select All' Ticked as all Boxes Ticked
Image: 'Select All' Unticked as some Boxes Unticked
2. Page: Tick this box to Archive the Supplier in the Suppliers tab in Master Data.
3. Programs: Tick this box to Archive the Supplier's Programs from the following:
- Supplier Programs (Pre-Assessment, Supplier Full Assessment and Supplier Audit)
- Material Programs (Material Full Assessment)
4. Records: Tick this box to Archive the Supplier's Records from the following:
- Pre-Assessment
- Supplier Full Assessment
- Material Full Assessment
- Supplier Audits
- Supplier Corrective Actions
- Document Records (All Documents in the Supplier's Document Folder in Documents module)
- Document Review Records
- Supplier Risk Assessment
- Supplier Certification
- Supplier Review
- Specification Review
- Performance Review
Note: You can select to Archive Open Records, Closed Records, or both.
5. Additional Entities: Tick this box to Archive the Supplier's:
- Document Folders in the Documents module
- Approved Supplier Status (Removes Supplier from Approved Suppliers List in the Supply Chain Management module)
- Supplier Portal Access (Removes Supplier Contact Portal access for the Supplier, the User Account will be deleted)
6. Archive: Click the 'Archive' button when you are ready to Archive the sections you have ticked.
7. Back: Click 'Back' to discard of the options made.
After completing the Archive Supplier Form, scroll to the bottom of the Archive Supplier Form page and click the 'Archive' button.
Image: 'Archive' Button
Once the 'Archive' button had been clicked, a pop up screen will appear to confirm the options selected, allowing you to review and ensure the correct list has been ticked.
Image: Confirmation Pop Up Screen
1. Please confirm you wish to archive the following: A list of what has been ticked to be Archived for the Supplier will appear here.
2. Send email export of archived results?: If you would like to receive an email with an excel document containing all the Archived results for the Supplier, e.g. the specific Programs, Records, etc., tick the box 'Send email export of archived results?'.
Image: Email Example with Excel Export of Archived Supplier Form
Image: Excel Export
3. Email Address: Using the 'Email Address' open text field, add the email address that should receive the excel document. Only one email address can be added.
4. Archive: Click the 'Archive' button to confirm the Archive list.
5. Back: Click the 'Back' button if any changes are needed. The pop up screen will disappear.
Once you have confirmed the options using the 'Archive' button, the system will take you back to the Supplier Overview page.
If you do not wish to confirm the options, click the 'Cancel' button to be brought out of the Archive Supplier Form.
Image: Completed Confirmation Pop Up Screen and 'Archive' Button
Image: Supplier Overview Page after Options Archived
When a Supplier is Archived, it will be detailed in the Audit Log. To access the Audit Log, click the 'Actions>Audit Log' buttons.
Image: Navigating to Audit Log Via 'Actions>Audit Log' Button
Image: Archive Details in Audit Log
Tips:
If you have accidentally Archived a Supplier and Supplier Related Records, you can always Recover the Supplier and the Supplier Related Records.
However, there is no Mass Recovery. The Supplier and each Supplier Related Record must be Recovered individually. For further details on manually Recovery, see the articles below:
- How to Recover Supplier Related Programs/Records
In the scenario where you have accidentally Archived a large number of Suppliers and Supplier Related Record, you can raise a ticket with the Technical Support Team using the 'Help' button to request help Recovering the large number of Suppliers, Supplier Related Programs, Records or Documents.