ecratum enables you to easily monitor all the supplier documentation that you request from your suppliers with their status through a special page dedicated for this purpose. By accessing the Supplier Documentation Status page, you can view all the document task that you send to your suppliers with their particular attributes like the document type, the receiver company, status and the validation period.
Once you send a document task to your supplier, that task goes through a task lifecycle. The status of a document can get through a lifecycle demonstrated below:
The task status given by ecratum are listed as:
Pending: The task has been sent to your supplier and they are expected to respond to it.
Review: Means that your supplier provided a document for the task that you sent and you can review it to decide upon either accepting it or rejecting it.
Accepted: Your supplier provided a file for the task that you sent and you (or a user from your company account) accept that it is the file you asked for.
Rejected: The file provided by your supplier is rejected by you (or a user from your company account) and your supplier needs to respond to your rejection.
Not Provided: Your supplier stated that they do not have the document that you requested and it is your decision to acknowledge it or re-request the task.
Accepted ND: The status that you acknowledge that your supplier does not have the document that you requested.
Re-requested: The status where your supplier stated that they do not have the document you requested and you send the request to them again.
Expired: The status that the file that your supplier provided for the task you sent is expired. When a supplier document expires, it is still accessible through the Archived Supplier Documentation Status page. Find out more: How to review my expired supplier documents
Revalidate: Means that the file that you supplier provided to you reached its revalidation interval and your supplier need to either revalidate the previously uploaded file or upload a new file.
Overview of your supplier documentation
When you click on Supplier Documentation which is located under the Module Status sidebar entry, you will be landed on the page that presents you an overview about that all the supplier documentation that you request from your suppliers.
On this page, each document task that you sent to your suppliers is displayed with its attributes like:
- The type of document that was requested
- The company that received the task
- Till which date the supplier document is valid (only for accepted documents)
Finding a specific supplier document
It might get difficult to look for a specific supplier document among all the listed documents if you request a lot of supplier documentation from your suppliers. To have easier navigation on the Supplier Documentation Status page, you can use the filter provided and filter your search by document type, companies, status and company groups.
- In order to filter your search, click on the Show/Hide Filter button and enter the input you want to filter into the respective fields.
Actions to manage supplier documentation
Depending on the status of the document task, there are different actions offered to take with the tasks.
If the status of a document task is Accepted, after pressing the Actions button you can:
- Download the file in the task
- View the file in the task
- View the task itself
If a document task’s status is any status different than Accepted, after clicking on the Actions button you can:
- View the task