How to Add a Supplier Contact
There may be certain situations where you may need to invite a new Supplier User to the Supplier Portal. For example, an additional Supplier Contact has requested an invitation to the Supplier Portal.
Below are the steps that must be carried out in order to Add a New Supplier Contact. Expand each step below for further explanation.
To edit a Supplier in Safefood 360°, navigate to either the Suppliers tab in the Supply Chain Management module or the Supplier tab in Contacts in Master Data. Within the Suppliers tab, click on the name of the Supplier you wish to edit. The Supplier name will be in blue text, which indicates a link.
Image: Navigation 'Supplier Management>Supply Chan Management' and 'Suppliers' Tab
Image: Navigation 'Master Data>Contacts' and 'Suppliers' Tab
Image: Edit Access Options via 'View supplier details' or 'Actions>Edit' on Supplier Overview Page
Within the Supplier overview page, there are two ways to access editing your Supplier:
1. 'View supplier details' Button
2. 'Actions>Edit' Buttons
Both of the buttons noted above will take you to the Supplier page where edits can be made and saved by clicking the 'Save' button.
Image: Supplier Page Ready for Edits
Once you have scrolled down to the Supplier Contacts section of the Supplier page, to add an additional Supplier Contact, click the 'Add Line' button. This will provide you with a brand new line to enter the new Supplier Contact details.
Image: 'Add Line' Button
Image: Blank Contact Row
Note: When adding a Supplier Contact, the First and Last Name are mandatory. Although the Email and 24 Hour Contact are not mandatory, they are important for the Alerts, as the Email Address is connected with the Email Alerts and the 24 Hour Contact is connected with the SMS Alerts.
1. Salutation: Using the dropdown, select the Supplier Contact Salutation, e.g. Mr, Mrs, Ms, Prof, Dr.
Image: Selecting New Salutation using Dropdown
2. First Name: Using the open text field, enter the Supplier Contact First Name.
Image: Entering New First Name using Open Text Field
3. Last Name: Using the open text field, enter the Supplier Contact Last Name.
Image: Entering New Last Name using Open Text Field
4. Position: Using the open text field, enter the Supplier Contact Position.
Image: Entering New Position using Open Text Field
Note:
- If an Email Address or 24 Hour Contact have been added to a Supplier Contact and Alerts have been built within your site to include the option of email or SMS, the system will automatically pull the contact details from here, meaning that your Supplier will receive an Alert if an Email Address or 24 Hour Contact are present.
- If you do not wish for a Supplier to receive Alerts, ensure to move the Email Address and 24 Hour Contact details into the 'Notes' open text field within the Supplier page. This allows you to keep the details without having the Alerts sent to your Supplier. You may have chosen to complete Assessments on behalf of your Supplier, and not use the Supplier Portal, therefore it is important to set up the Supplier Contacts correctly, to prevent confusing your Suppliers with Alerts they won't understand.
5. Email Address: Using the open text field, enter the Supplier Contact Email Address using the correct email format '[email protected]'. You will be provided an error red box if you attempt to enter an email address with the incorrect format.
Image: Entering New Email Address using Open Text Field
Image: Email Error when Format Not Correct
6. 24 Hour Contact: Using the open text field, enter the Supplier Contact 24 Hour Contact using the international code, starting with a ‘+’ (not ‘00’), followed by the country code. This format is important if you are planning to use the SMS Alert option for your Suppliers.
Image: Entering New 24 Hour Contact using Open Text Field
Image: Completed Newly Added Contact
After completing the changes to the Supplier Contacts, scroll to the bottom of the Supplier page and click the 'Save' button to save the changes.
Note: It's very important to click the 'Save' button, otherwise the changes will not be made.
Image: 'Save' Button
You will be prompted with a 'Reason for Change' screen, where you will need to detail the reason why you have made a change to the Supplier page before confirming and saving the changes. Once you have confirmed the edits using the 'Confirm' button, the system will take you back to the Suppliers tab in Contacts. Edits made to a Supplier will be recorded in the Audit Log. The Audit Log can be accessed via the 'Actions>Audit Log' buttons.
If you do not wish to make edits, click the 'Cancel' button to be brought out of the Supplier page and discard of the changes made.
Image: 'Reason for Change' Pop Up Screen after 'Save' Button Clicked
Image: Detail Reason for Change and Click 'Confirm' Button
Image: Suppliers Tab after Edits Saved
Next Steps:
Now that you have added the Supplier Contact, you may wish to:
1. Invite the Supplier Contact to the Supplier Portal as a Supplier Portal User
For further details on the step above, see the article below: