Worked example: onboard a supplier
Bright Home Supplies needs a packaging supplier. Omar onboards Coastline Packaging; Nadia approves it; Farah adds bank details. At the end, the first purchase order is accepted. Practise in a training tenant.
1. Create the supplier (Omar)
Create supplier → search Coastline → no match → create identity Coastline Packaging Ltd
(Organization, registration 11223344) → Create Supplier Partner P-COASTLINE, GBP → supplier
account:
| Field | Value |
|---|---|
| Supplier code | SUP-0024 |
| Supplier type | MANUFACTURER |
| Supplier tier | PROVISIONAL |
| Supplier group | PACKAGING |
| Active from | 2026-11-10 |
Status DRAFT. Readiness: 5 checks fail (see the example).
2. Terms (Omar)
Commercial tab:
| Terms | Key values |
|---|---|
| Commercial terms | GBP; minimum order 100.00; PO required; three-way match |
| Payment terms | NET30, Bank transfer, 30 days |
| Delivery terms | DAP; lead time min 2, default 4, max 7 days |
3. Ordering address and contact (Omar)
On the Party, Omar adds the address "4 Quay Road, Hull" and contact "Lee Shaw, orders desk". Then on the supplier:
| Assignment | Purpose | Primary |
|---|---|---|
| 4 Quay Road, Hull | ORDERING | Yes |
| Lee Shaw | ORDERING | Yes |
4. Compliance (Nadia)
Compliance tab → compliance profile: status APPROVED, due diligence completed 2026-11-11, sanctions screened 2026-11-11, insurance verified until 2027-06-30, Approved for purchasing Yes, Approved by Nadia, Approved date 2026-11-12. Adds an FSC certification, verified.
5. Bank account (Farah)
Finance → Add bank account: Coastline Packaging Ltd – GBP, masked ****4410, GBP, GB, Primary,
Verified 2026-11-12 (call-back to the number on the signed supplier form).
6. Approve (Nadia)
- Edit classification and validity: tick Approved supplier flag; tier APPROVED.
- Lifecycle status: DRAFT → PENDING_APPROVAL ("Onboarding pack complete").
- Lifecycle status: PENDING_APPROVAL → ACTIVE ("Approved by procurement 12 Nov").
7. Check readiness
Refresh readiness:
| Check | Result |
|---|---|
| Supplier status is Active | Pass |
| Within the active period | Pass |
| Approved supplier flag is set | Pass |
| No purchasing or all-activity hold | Pass |
| Compliance approved for purchasing | Pass |
| Primary ordering address assigned | Pass |
| Primary ordering contact assigned | Pass |
| Order currency and value limits | Pass for GBP orders of 100.00 or more |
Omar raises the first purchase order in Purchasing: GBP 340, accepted.
Variation: a quality problem
Two batches from Northstar (SUP-0017) fail inspection.
| Step | Who | Action | Effect |
|---|---|---|---|
| 1 | Nadia | Add hold: PURCHASING, "Two batches failed inspection" | New purchase orders blocked |
| 2 | Nadia | Performance profile: quality rating 4.5 → 3.2, note | Recorded |
| 3 | Omar | Tries a new order | Readiness fails: purchasing hold |
| 4 | Nadia | After corrective action: Release the hold, "8D report accepted" | Orders allowed again |
Next: Help and troubleshooting.