Creating a supplier group

A supplier group contains rules that determine how a supplier registers for a sourcing event, including rules and registration text. A supplier group is part of an Accounts Payable vendor group and expands the processing for a vendor group to include Strategic Sourcing and Contract Management.

If you create multiple supplier groups, you can instruct a supplier to register for a specific supplier group through the corresponding Supplier Portal URL. For more information on creating multiple Supplier Portal URLs, see the S3 Supply Chain Management Applications, built with Landmark Installation Guide.

To create a supplier group

  1. Access Administration > Supplier Groups.
  2. From the Actions menu, select Create.
    Note: 

    The supplier group ID must match an existing vendor group set up in Accounts Payable.

  3. On the Create Supplier Group form, use the following guidelines to enter field values:
    Supplier Group

    Required. Type a code to identify the supplier group. The supplier group must be the same as the associated vendor group.

    Description

    Required. Type a description for the supplier group.

    Allow Duplicate Tax Ids

    Required. Select to allow duplicate tax identifications (with warnings) or to not allow them.

    Note: 

    If you select No and a tax ID exists for another supplier or vendor, you cannot create a supplier with that tax ID.

    Tax Id Format

    Tax ID formatting is enforced when a tax id is entered on the supplier and buyer side. This field does not apply if the tax id type is foreign tax id.

    The options for this field are: None (default), Standard Format No Delimiter, Standard Format With Delimiter.

    If you select Standard Format No Delimiter, the tax id must be a nine digit number. If Standard Format With Delimiter is chosen, federal tax id must be in the format nn-nnnnnnn, social security numbers must be in the format nnn-nn-nnnn.

    Commodity Registration Level

    Required. Select a commodity registration level for the supplier group.

    Note: 

    The registration level determines the level of the commodity code that the supplier can view during registration.

    For example, if you select a registration level of 2 and the commodity code structure is defined to five levels, the supplier can only select codes that are defined to one or two levels. They cannot view the remaining codes.

    Require Commodity Code

    Select this checkbox to require supplier contacts to indicate at least one commodity code during registration.

    Note: 

    If the supplier contact does not indicate a commodity code, they will receive an error message and they cannot complete registration or bid on an event.

    Display GTIN And GLN In Supplier Portal

    Select to display Global Trade Item Numbers (GTIN) and Global Location Numbers (GLN) in the supplier portal. If your organization uses GTIN or GLN, then suppliers can use them during the supplier registration and event response process.

    Validation Required for New Suppliers

    Select this option if you want someone in your company to validate new suppliers (in this group) as a "bona fide" supplier.

    Validation Required for Updated Suppliers

    Select this option if you want someone in your company to validate existing suppliers in this group.

    Terms and Conditions

    Required. Type the terms and conditions that supplier contacts must agree to before registering on the Supplier Portal.

    The terms and conditions are immediately displayed when a supplier contact opens the registration link.

    Administrator Email

    Required. Type the e-mail address that a supplier receives e-mail from after creating a successful login.

    Email Content

    Type the e-mail content that a supplier receives after successfully creating a supplier record and login.

    Notify New Primary Contact and Primary Contact Email Content

    Select this field if you want to send an email to a supplier contact if they have been selected as the primary contact on the Supplier Contact record. The Email Content field should include the text of the notification email.

    Notify Previous Primary Contact and Contact Email Content

    Select this field if you want to send an email to a contact if they are no longer the primary contact for their organization. (In other words, the Primary Contact field on the Supplier Contact record has been unselected.) The Email Content field should include the text of the notification email.

    Default Supplier Contact Vendor Location To Contracts And Agreements

    Select this field if you want to default the vendor location on the supplier contact (if it is set) to the contract or agreement.

  4. From the Actions Menu, select Save.
  5. Select the Diversity Codes tab.

    Select the diversity codes that you want to present to the supplier during registration.

  6. Select the Questions tab.

    Select the questions that you want a supplier to answer during registration. For questions that require an answer, an answer must be provided before a vendor can be created from a supplier.

  7. Select the Registration Text tab.

    Type the text prompts for the various forms the supplier steps through to initially register as a supplier. The Additional Contacts Text section contains fields that define text prompts for the forms used to register contacts other than the primary contact. The Registration Summary Text section contains fields that define the text prompts that display at the end of the registration process, one for a complete and one for an incomplete registration.

    Standard text statements are delivered for each part of the registration text.

  8. Use the Portal Configuration, Portal LInks, and Portal Contacts tabs to configure what Suppliers see on the Supplier Portal home page. Configuring the Supplier Portal home page
  9. From the Actions Menu, select Save.