Approve, conditionally approve or suspend a supplier
In short
A supplier's Approval starts as Not decided. To record one, open the supplier's Overview tab, choose Record approval decision, pick Approve, Conditionally approve or Suspend, and give a reason of at least 8 characters. Vendarity saves a copy of the supplier's document status with the decision. Approve needs every assigned requirement current; Conditionally approve needs an exception for each one that isn't.
An approval is your team’s judgment about the supplier, recorded separately from the status of each document. It shows who decided, when, why and on what documents.
How do I record a decision?
Open the supplier
In Suppliers, open the supplier and stay on the Overview tab. Approval shows the current decision, or Not decided.
Open the decision window
Choose Record approval decision. The Record an approval decision window opens.
Choose the decision
In Decision, choose Approve, Conditionally approve or Suspend.
Give the reason
Write the Reason, at least 8 characters.
Save it
Choose Record approval decision. The supplier’s approval updates, and the decision joins its history.
If approval stages apply to the supplier, Approve and Conditionally approve are recorded only after its staged review is complete; Suspend is always available. See Require approval stages before a supplier is approved.
When can I approve a supplier?
| Decision | What it needs |
|---|---|
| Approve | Every requirement that applies is current, with an accepted, in-date document. |
| Conditionally approve | Every requirement that applies is current or has an exception, and at least one has an exception. |
| Suspend | Nothing. You can suspend at any time. |
Requirements marked not required are left out. A supplier with no requirements that apply can’t be approved: assign requirements first. To approve with a known gap, an Owner or Admin first records a temporary exception; see Request changes, mark a requirement not required or record an exception.
What happens when documents change later?
Vendarity keeps the decision with a copy of the document status it was based on. If that changes afterwards, for example a certificate expires, the supplier’s page says “This supplier’s documents have changed since the approval.”
The original decision stays in the history. Record a new decision once you have looked at the change.
Who can record approval decisions?
Owners, Admins and Reviewers, on active suppliers. Managers and Viewers can see the supplier’s approval but can’t change it.
Common questions
- Why can’t I approve this supplier?
- Approve needs every requirement that applies to be current, with an accepted, in-date document. Fill the gaps, or record exceptions for the gaps you accept and use Conditionally approve.
- Does an approval change document coverage?
- No. Document coverage counts accepted, in-date documents. An approval is a separate record of your judgment about the supplier.
- Is the old decision lost when I record a new one?
- No. Each decision, its reason and the copy of the document status it was based on stay in the supplier’s history.
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