How to Replace a Main Supplier Contact with a New Supplier Contact
There may be certain situations where you may need to replace a Supplier Contact. For example, a Supplier Contact has left the Company and must be replaced with a new Supplier Contact or an Assessment was sent to the wrong Supplier Contact and must be replaced with a different Supplier Contact.
Below are the steps that must be carried out in order to Replace a Main 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
Note: The Primary Supplier Contact for the Supplier, responsible for completing Assessments in the Supplier Portal should always be located at the top of the Supplier Contact list, in the first row. The Secondary Supplier Contact, if applicable, should be entered in the second row.
Note: The Primary Supplier Contact for the Supplier, located on the first row, will automatically be set as Responsible for the Documents collated in Assessment Doclists, regardless of who uploads them within the Assessment.
Image: Example of Primary and Secondary Contact Details of a Supplier
Important to Remember:
As you are replacing an old/incorrect Supplier Contact with a new Supplier Contact, you will simply replace the old/incorrect Supplier Contact line with the new Supplier Contacts details.
The reason behind replacing the old/incorrect Supplier Contact with the new Supplier Contact details, instead of clicking the 'X' button to remove the line of the old/incorrect Supplier Contact and adding a brand new line using the 'Add Line' button, is that there may be Assessment Programs or Records already set up/generated in your site with the old/incorrect Supplier Contact noted as 'Responsible'.
If you simply replace the old/incorrect Supplier Contact details with the new Supplier Contact details, the new Supplier Contact will automatically be set as 'Responsible' for any Assessment Programs or Records previously set up/generated, saving time in having to edit each Assessment Program or Record to select the new Supplier Contact. This also ensures that the new Supplier Contact will receive the Email Notifications/Alerts in relation to Assessment Records.
Once you have scrolled down to the Supplier Contacts section of the Supplier page, to replace an old/incorrect Supplier Contact with a new Supplier Contact, simply start to change the old/incorrect Supplier Contact details with the new Supplier Contact details.
Note: For further explanation on each of the fields of the Supplier Contact, see here.
Image: Old/Incorrect Supplier Contact on First Row
Image: Completed Contact Replacement
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 replaced the Supplier Contact, you will need to:
1. Remove the old/incorrect Supplier Portal User and Invitation (If not yet completed)
2. Invite the new Supplier Contact replacement to the Supplier Portal as a Supplier Portal User
For further details on the steps above, see the articles below: