Manage your supplier profiles

Managing product compliance often depends on how effectively suppliers provide compliance evidence. Supplier profiles help you collect, organize, and maintain the compliance documents required for specific industries or individual suppliers. They also help you monitor supplier performance and ensure that the correct compliance documents are provided on time.

Feature access

This feature is available to all ProductIP users.
This feature is available for all plans, monitoring via Dashboard is only available for Professional and Enterprise plans. 

Before you begin

Ensure that your supplier profiles have been created. Supplier profiles can only be activated by assigning a supplier code to each supplier. The supplier code is a unique reference created by your organization, typically originating from your ERP system. See Create a supplier profile.

Video instructions

A short step-by-step guide will follow soon!

Steps

1. Go to the Suppliers tab.
2. Use the Filter to display the supplier profiles you would like to see.
3. Click the relevant supplier profile to view details about the supplier.
   

1) Review documents under the Documents tab. See Manage supplier documents.

2) Review requirements under the Requirements tab. 

• Click the gear icon to filter the columns displayed in the overview of the requirements.
  
• Click the Manage requirements button to access the Supplier requirements module where a general configuration of your suppliers is managed. See Add supplier requirements.

3) Review company information under the Company tab.

• Click Edit and then Save changes to update or add company information. 
• Click the Industries field to assign one or more industries from the list to the selected supplier. Click the bin icon at the end to remove an industry if needed.

Note: If Industries are added to a requirement, the requirement will then apply to suppliers who have added the selected industries to their profiles. 

• Click Add contact to add new contacts and click Save to confirm.

4) Review the insights under the Dashboard tab. (Only available for Professional and Enterprise)

• Operational:
  • The number of unique articles.
  • The number of technical files.
  • The total number of open tasks and open notes.
• Risks:

Review the selected supplier's fulfilment percentage for the requirement categories such as DoC, Risks, A, B1, B2 and B3, compared with the other activated suppliers.

• Performance

Review the speed at which the supplier delivered compliance documentation compared with other suppliers.

Tips and best practices

• Activate supplier profiles for relevant suppliers
  Only suppliers with a supplier code can have an activated supplier profile. Ensure each supplier has a unique reference.
• Monitor supplier performance regularly
  Review supplier dashboards throughout the product lifecycle to identify delays or compliance risks early.

Troubleshooting

• The supplier profile cannot be activated
  Check whether a supplier code has been provided. Supplier profiles require a unique supplier reference before activation.
• No supplier performance comparison is available
  Make sure multiple suppliers are activated.

Still having issues? Contact ProductIP via helpdesk@productip.com. 

FAQ

• Why should I use supplier profiles?
  Supplier profiles help you collect, organize, and maintain the compliance documents required for specific industries or individual suppliers. They also help you monitor supplier performance by showing compliance activity, fulfilment levels, and delivery speed.
• What is required to activate a supplier profile?
  A supplier must have a supplier code. This is a unique reference created by your organization, often based on your ERP system.
• How are suppliers compared?
  Supplier performance is compared based on fulfilment for requirement categories and the speed at which compliance evidence is delivered.
• What does Archived supplier technical files at the top left of the page mean?

Technical files shared by suppliers in response to a File Request will be archived when:

• You do not expect the supplier to improve the technical file and do not want to accept it in its current state.
• You have received the same technical file multiple times. 

Archived technical files will be moved to Archived supplier technical files under the Suppliers tab. From there, you still have to option to Decline or Accept & Clone the technical file. See Review received technical files.

Related articles

• Create a supplier profile
• Review received technical files
• Add supplier requirements
• Manage supplier documents