Learn how to:
- Create new suppliers and supplier contacts
- Qualify quality critical and review standard suppliers
- Maintain suppliers and supplier contacts
- Make Suppliers obsolete
Outcomes and Prerequisites
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:
- 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
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
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
- “Quality-Critical Supplier”
- “Standard Supplier”
- Quality – Critical suppliers are those that directly affect your organization. If the supplier you added fits that description, then click “Quality-Critical Supplier”.
- The status should be “Pending Qualification”
- Qualification Status should be “Not Qualified”
- 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”.
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.
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
Part 2: Contact Info – Fill these fields yourself
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.