9.3. Missing Documents

If any documents are missing or incomplete for the supplier request, the supplier will be notified via email. This email will outline the issue and request the necessary documents for completing the evaluation process.

Clicking on the link in the email will direct the user to the Missing Documents form.

*For guidance on common form features and functions, please refer to the dedicated section in the manual.

1. Missing Documents: This accordion serves as a container for documents flagged as missing or incomplete for the supplier request. Users can review and address any deficiencies by uploading the required documents or modifying existing ones.
   • Edit ( ): This button allows users to edit a supplier document.
     • If selected, it will display the Edit Supplier Document form, where users can make the necessary modifications.
       
       • Expiry Date: This is a date picker that allows users to enter or modify the date when the document is set to expire or become invalid.

         • Note on Document Expiration & Supplier Reassessment

           After a supplier has been approved by the company, a reassessment process occurs 60 days prior to the specified expiration date of an associated document:
           

           • For contracts: A full supplier reassessment is automatically triggered, assigning the Review Supplier task to the designated resource.
             
             • This reassessment ensures that the supplier’s performance and compliance are up to standard before the contract’s expiration.
             
             
           • For non-contract documents: An email reminder is sent to the supplier, prompting them to review and update any necessary documentation to uphold compliance with company requirements.

       • File Attachment: This is a file attachment field that allows users to upload the relevant document file.
       • Save and Previous: This button allows users to save their changes and navigate to the previous item in the grid.
       • Save and Return: This button allows users to save their changes and return to the Missing Documents form.
       • Save and Next: This button allows users to save their changes and navigate to the next item in the grid.
   • View ( ): This button allows users to view an existing supplier document.
     • In viewing mode, users cannot make any modifications.
2. Send for Review: This button allows users to send the supplier request back for review.
   • If upon review, documents are still deemed insufficient or outstanding, this process will repeat.