Managing Suppliers

Purpose

Learn how to:

  1. Create new suppliers and supplier contacts
  2. Qualify quality critical and review standard suppliers
  3. Maintain suppliers and supplier contacts
  4. Make Suppliers obsolete

Outcomes and Prerequisites

Expected Outcome

  • Users are equipped to handle suppliers in SimplerQMS

Prerequisites for all

  • Must be logged in to SimplerQMS
  • Must be a member of one of these ‘User Groups’ to view records:
    • All internal and external users
  • Must be a member of one of these ‘User Groups’ to create new records
    • All Contributors

Prerequisites for creating Suppliers

  • Must be a member of one of these ‘User Groups’
    • Purchasing

Section 1: Creating a Supplier

Step 1.1 – Create a new Supplier – Initiator

This action requires you to be a part of the Purchasing user group.

There are multiple ways to create a supplier in SimplerQMS:

  1. In the Create New section, on your Home Tab, click on Supplier

2. Click on the Create (+) next to the Home Tab and choose Supplier from the dropdown list

3. On the left side of the screen, expand Create and click on Supplier

A Metadata Card will pop up.

Step 1.2 – Fill out metadata card for the Supplier

Fill out the metadata card: required fields are marked with asterisk (*)

Part 1: Supplier Info
Field nameDescriptionNote
Supplier Name*The name of the supplier 
Site(s)*The site(s) the supplier is related to 
Responsible Person*The person responsible for the supplier management and qualifying the supplier if quality critical 
Supplier Category*By default, it includes categories A, B, or C, which are outlined and defined in your own procedure for supplier categorization 
Supplier Type*Select if the supplier is direct or indirectDirect Supplier: Supplier that delivers the product directly to your organization Indirect Supplier: If your direct supplier is sourcing goods from another supplier you know, you can track them with this option
Product ItemSelect which product(s) the supplier is related to 
Address Street name*The supplier street name 
Address Postal code*The supplier postcode 
Address City*The supplier city 
Country*The supplier country 

If you need to create a periodic qualification schedule for this supplier, then fill in the Requalification/ Review Schedule part:

Part 2: Requalification/ Review Schedule
Field nameDescriptionNote
Period Start DateThe date when the periodic qualification scheduling starts 
IntervalThe interval that specifies how often the periodic qualification needs to take place 
Time UnitThe time unit for the periodic qualification interval 
Time to CompleteHow long it takes to complete the qualification 
Activation Time UnitThe time unit for how long it takes to complete the qualification 

When you are done filling out the relevant fields, then Click Create

Section 2: Classifying a Supplier – Responsible Person

This action is carried out by the Responsible Person. Select the new supplier you just created.

Under “State Transition” on the left side, you can pick

  1. “Quality-Critical Supplier”
  2. “Standard Supplier”

  1. Quality – Critical suppliers are those that directly affect your organization. If the supplier you added fits that description, then click “Quality-Critical Supplier”.
    1. The status should be “Pending Qualification”
    2. Qualification Status should be “Not Qualified”
    3. Quality Category should be “Quality Critical”

Refer to Section 3 for reviewing a Quality-Critical Supplier.

2. If this is a Standard Supplier, then click “Standard Supplier”. Standard suppliers are what you register to keep track of and can schedule periodic reviews to reevaluate their importance to your organization.

a. Qualification Status should be “Qualification not needed for standard supplier”

b. Quality Category should be “Standard”

Refer to Section 4 for reviewing a Standard Supplier.

Section 3: Qualifying a Quality-Critical Supplier – Responsible Person

When you set a supplier as Quality-Critical, you must go through the qualification process. As the Responsible Person, complete this step to create a Supplier Qualification for a specific Supplier.

Select the Supplier, which you want to qualify. Click “Create Quality Document” under “Actions” on the left side of the screen.

Search for the Supplier Qualification Template in the overview, which then pops up and select the template. Click Next.

To complete the Supplier Qualification, you will need to author, review, and approve a quality document. Follow the instructions from “Working with Controlled Quality Documents on how to work with Quality Documents.

After completing the Supplier Qualification, click “Qualification Task Completed” in the Task Menu under “State Transition” in the top left corner.

Enter your electronic signature and click Sign to finish the Qualification Task.

After completing this step, the “Qualification Status” is changed to “Fully Qualified”.

Periodic Review

In the metadata card, the “Requalification/ Review Schedule” is automatically populated. This means that the responsible person will be notified on the activation date for re-qualification.

The “Upcoming dates” are based on the scheduling values as shown below:

You do not need to wait for the set period to expire to do the periodic requalification of a quality-critical supplier. By clicking on the “Requalify now” button under State Transition, you can redo the qualification when necessary and new dates for the next time will populate based on when the task was carried out.

Section 4: Reviewing a Standard Supplier – Responsible Person

Reviewing a standard supplier is not a mandatory task to do. However, when a standard supplier needs to be reviewed regularly, scheduling values can be set by the Responsible Person.

Find the supplier that needs to be reviewed and click on “Send for Review”.

Status should be “Pending Review” and the scheduling values can now be edited and set.

When the scheduling values are set, click on “Review Task Completed”

Enter your electronic signature and then click OK.

The status should now be “Review Task Completed”, and the next qualification dates have been set.

You do not need to wait for the period to expire to review a standard supplier. By clicking on the “Review now” button under State Transition, you can review your supplier when necessary and new dates will populate based on when the task was carried out.

Note: The supplier review can be on the state “Review Overdue!” when it is past the Period end date. The supplier responsible person will be notified 3 days before overdue. In this case, the review must be completed immediately by clicking on “Review Task Completed” and then enter the electronic signature.

Section 5: Reclassifying of a Supplier – Responsible Person

In case you need to change a supplier’s status from being a Standard Supplier or a Quality-Critical Supplier to the other, you, as the Responsible Person can re-classify the supplier by following these steps:

Select the supplier, which you want to reclassify and in the Task Area under “State Transition” on the left side of the screen click “Reclassify Supplier”.

You can now reclassify the Supplier in the Task Area under “State Transition” and then click either “Standard Supplier” or “Quality-Critical Supplier”, depending on which kind of Supplier you want to change to.

Go to Section 2 and redo the necessary steps.

Section 6: Making the Supplier Not Current – Responsible Person

In case a supplier is no longer needed or used, the Responsible Person can mark it as Not Current – Archive.

Select the supplier you want to mark as Not Current.

In the Task Area under “State Transition” in the left side of the screen click “Not Current – Archive”.

The supplier is now inactive, and the state of the Supplier is changed to “Not Current – Archived” and can no longer be related to documents, equipment etc.

If the supplier is to be used again, after it was marked not current, then:

Select the supplier, which you want to make usable again and under State Transition, click on Reactivate Supplier.

Section 7: Adding assignment to a Supplier – Initiator

When an assignment is created to a supplier, the person assigned to it will be notified to make updates or changes as provided in the assignment description. Any Initiator is able to create a supplier assignment.

Search for the supplier and under Document Actions, click on “Create Supplier Assignment”.

For further instructions, refer to WI: Working with Assignments, Periodic Tasks, and Reminder Rule.

Section 8: Adding a Supplier Contact

Step 8.1 – Add a Supplier Contact – Responsible Person

This step can be done by the Responsible Person.

Select the new supplier you just created and click “Add Supplier Contact Person” in the Task Area.

A metadata card will pop up.

Step 8.2 – Fill out metadata card for the Supplier Contact

Part 1: Contact Info – These fields should be filled by the system
Field nameDescriptionNote
Class*This should be set to Supplier Contact Person 
Supplier*The Supplier you are adding the Contact Person to 
Site(s)*The site(s) the supplier is related to 
Responsible Person*The person who is responsible for the supplier 
AddressThis and connecting fields are copied from the Supplier 
Part 2: Contact Info – Fill these fields yourself
Field nameDescriptionNote
Contact TypeTo define what kind of contact your organization has with the supplier contact person you are adding 
DepartmentWhich Department the Contact is related to 
First NameThe First Name of the Contact 
Last NameThe Last Name of the Contact 
Job TitleWhich job the Contact has 
PhoneThe phone number of the Contact 
Email AddressThe email address of the Contact 

Section 9: Creating a Supplier Issue – Responsible Person

Supplier Issues are created by the Responsible Person. When there is a need to create a supplier issue, search for the supplier, and under Actions, click on “Create Supplier Issue”

 For further instructions, refer to WI: Managing Recorded Issues & CAPA.

Section 10: Scheduling a Supplier Audit – Responsible Person

This step can be carried out by the Responsible Person.

When there is a need schedule an audit, search for the supplier and under Actions, click on “Schedule Supplier Audit”.

For further instructions, refer to WI: Managing Audits.

Was this article helpful?

Related Articles