Assign requirements to suppliers
In short
Assigning a requirement says that a supplier must provide it. Open the supplier's Requirements tab and choose Assign requirement. Pick the requirement and the response due date; under More details, change the site it applies to or the date it takes effect if you need to. Then choose Assign requirement. For many suppliers, use Bulk actions on Suppliers, or a rule that gives every supplier in a category the requirement. Assigning sends nothing to the supplier.
Publishing a requirement doesn't apply it to anyone. An assigned requirement says that this supplier must provide this document, for this site, from this date, by this response due date. Vendarity tracks each assigned requirement separately.
How do I assign a requirement to one supplier?
Open the supplier
On Suppliers, open the supplier and choose the Requirements tab.
Start
Choose Assign requirement. Until the supplier has a current requirement, the button is at the top of the page. The dialog Assign a requirement opens.
Choose the requirement and due date
Pick the Requirement. Once a requirement has more than one version, the list shows its current version. Check Response due, when you need the document by. It starts 14 days after today, the same as a category rule's default.
Change the site or start date, if you need to
More details is closed and shows the site and start date that will be saved. Open it to change Site, which starts with the supplier's site (leave it blank for all sites), or Effective from, the date the requirement starts to apply, which starts today. The response due date must be on or after the start date.
Confirm
Choose Assign requirement. The requirement appears on the tab with its response due date, site and status, and the confirmation offers Prepare request, which opens the request for this supplier.
If the supplier already has that requirement for the same site, Vendarity makes no change and says so. Assigning the same requirement for a different site adds it separately, with its own documents.
How do I assign a requirement to many suppliers?
Select the suppliers
On Suppliers, filter the list, for example by category or site, and tick the suppliers. To include other pages, choose the button that selects all matches; you can select up to 500.
Choose the action
Choose Bulk actions, then set Action to Assign a requirement. Pick the Requirement, the Effective from and Response due dates, and a Site, or leave it blank to use each supplier's own site.
Preview
Choose Preview action. Check each supplier's result; suppliers that already have the requirement for that site are flagged, and records that changed are excluded.
Apply
Tick the box to apply the action to the ready suppliers as previewed, then choose Confirm bulk action. The results list what changed and what was excluded.
How do I give every supplier in a category a requirement?
A rule by supplier category assigns a requirement to every active supplier in that category: when a supplier is added to the category, imported into it, moved into it or reactivated. Owners and Admins add and stop rules; everyone in the workspace can see them.
Open the rules
Choose Requirements in the sidebar, then Add rule under Rules by supplier category.
Choose the category and requirement
Pick the Supplier category and the Requirement. Set Days to respond, counted from the day the requirement starts for a supplier, and Starts on, the first day suppliers need it. A rule can start today or later.
Preview
Choose Preview. Vendarity says how many active suppliers already in the category don't have the requirement, names the first few, and says how many already have it.
Confirm
Leave Also assign it now ticked to give it to those suppliers too, or untick it so the rule applies only to suppliers that join the category later. Then choose Add rule and assign to the number of suppliers, or Add rule when it assigns nothing now.
A supplier that already has the requirement, in any version or for any site, doesn't get it twice. On the supplier's Requirements tab, a requirement a rule assigned says Assigned by the rule for its category. When you change suppliers' category with Bulk actions, the preview names the requirements the new category's rules add.
To stop a rule, choose Stop beside it, then Stop rule. Suppliers that join the category later don't get the requirement. The requirements it already assigned stay; if one no longer applies, mark it not required on the supplier's page.
Who owns an assigned requirement?
Each assigned requirement has an owner: your workspace's default requirement owner, if an Owner or Admin set one in Settings, then Organization, or otherwise the supplier's owner. The owner receives the tasks Vendarity opens for that requirement, such as following up a missing document.
What happens after I assign?
- Nothing is sent. The dialog says: This doesn’t email the supplier.
- The requirement shows a status, such as Missing document, until an accepted document makes it current. See What each status means.
- To collect the document, choose Prepare request in the confirmation or at the top of the supplier's page. You can also share a link with your supplier, or upload a document you already have.
- A version number appears beside the requirement once it has more than one version, so a supplier still on an earlier version shows as such.
- A requirement that doesn't apply can be marked not required by a Reviewer, Admin or Owner, with a reason and a review date.
Common questions
- Does assigning a requirement notify the supplier?
- No. Assigning records what the supplier must provide. The supplier hears about it only when you send a request or share a link.
- Which version does an assigned requirement use?
- The requirement's current version when you assign it. Later versions don't change it until you move the supplier to the new version from the requirement's Move suppliers to version button.
- Does moving a supplier out of a category remove the requirements its rules assigned?
- No. They stay assigned, with their documents and history. If one no longer applies, a Reviewer, Admin or Owner can mark it not required with a reason.
- Why can't I see Assign requirement?
- Assigning is for Owners, Admins and Managers, on an active supplier, in a workspace that isn't read-only. If your workspace has no published requirement yet, an Owner or Admin sees Choose a requirement at the top of the page, and New requirement on the Requirements tab, instead.
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