Supplier Management

Last updated 19 days ago

Supplier Management allows you to view, add, edit, and manage information related to your organization’s suppliers in a centralized way.
To access this section:
Settings → Organization Settings → Supplier Management

In this screen, you can view all suppliers linked to your organization under the Supplier List table.

Supplier List

Each supplier in the list includes the following columns:

  • Supplier Name: Name of the supplier

  • Primary Contact: Main contact person at the supplier organization

  • Contact Mail: Email address of the contact person

  • Phone: Supplier’s phone number

  • Industry: The industry in which the supplier operates

  • Sector: Sub-sector or activity area

  • Activity: Main business activity

  • Engagement: Supplier engagement status

  • Action: Menu for supplier-specific actions

Adding a New Supplier

To add a new supplier, click the + Add Supplier button located at the top right of the screen.
Fill in the following information in the form that appears:

  • Supplier Name (required)

  • Contact Name

  • Email

  • Phone Number

  • Activity

  • Country & City

  • Tax Number

  • Company Website

  • Supplier Tag (you can add a new tag if needed)

After entering the details, click Save to register the supplier.
Once saved, the new supplier will automatically appear in the Supplier List.

You can categorize suppliers by using the tagging feature.
To add a new tag, type the tag name in the Add Tag field and click Save.

Bulk Supplier Upload (Import Supplier)

If you manage your suppliers in bulk using an Excel file, you can easily upload them to the system via the Import Supplier button.

  1. Click the Import Supplier button.

  2. Download the provided Excel template.

  3. Fill in the following information in the file:

    • Supplier Name

    • Email

    • Contact Name

    • Phone Country Code

    • Phone Number

    • Tax Number

    • Website

  4. Save the file and upload it under the Upload Your File section.

  5. Click Import Contacts to complete the process.

Once the upload is completed, all suppliers will be listed under Supplier List.

Engagement Status

Each supplier in the Supplier List has an Engagement status that indicates data completeness:

  • Invitable: Supplier information is complete and can be invited.

  • Ineligible: Supplier information is incomplete (e.g., missing email or phone number).

When invoices or supporting documents are uploaded via the AI module, the system automatically detects supplier information within these files and adds them to the Supplier Management section.
However, if some data fields are missing (e.g., email address), such suppliers will appear as Ineligible.
In this case, you need to manually update and complete their information.

Supplier Actions (Action Menu)

Click the ... (three dots) icon next to a supplier to access available actions:

  1. Edit: Edit supplier information. After making changes, click Save.

  2. View Supplier Details: View complete details of the selected supplier, including basic info, contact person, and administrative details.

  3. Invite User: Sends an invitation email to the supplier’s registered email address through Carbondeck.

  4. Delete: Delete the supplier record.

    • The system will ask for confirmation before deletion.

    • Once confirmed, this action cannot be undone.

Supplier Detail Page

When you click View Supplier Details, detailed information about the selected supplier will be displayed:

  • Basic Info: Industry, sector, activity, country, city, tax number

  • Primary Contact Info: Contact person name, email address, phone number

  • Administrative Info: Added by, added date, last updated by, last updated date, engagement status

From this screen, you can:

  • Edit supplier details using the Edit Supplier button, or

  • Permanently delete the supplier using the Delete Supplier button (confirmation required).

Filtering and Searching

Within the Supplier List view:

  • Use the Filter button to filter suppliers by industry, sector, activity, or country.

  • Use the Search for... field to search for suppliers by name.

These features allow you to easily locate and manage suppliers within large datasets.