Workflow

Flow 36 — Supplier lifecycle, exact qualification and bounded PO response

Version supplier identity, sites, contacts and capabilities; approve an expiry-aware exact AVL scope through separate Procurement, Quality and optional Security decisions; record the separately governed restricted-party screen; pin the version into sourcing; and receive one bounded purchase-order response.

Overview

Inventory meaning

Supplier onboarding, review, qualification, suspension, reinstatement, RFQ/PO pinning and portal response create no ASN, receipt, inspection, stock, ledger, invoice or payment. Accepted PO response creates only a pending receipt authority for a separate internal decision.

Responsible roles

Buyer author → different Procurement Manager reviewer → different Supplier Quality Engineer reviewer → optional different Security & Compliance Officer reviewer → Buyer/Procurement sourcing chain → exact supplier Commercial contact → Project / Contract Manager inbound-authority approver → Auditor

Process

1
Version supplier
Snapshot legal/trading identity, locations, named contacts, validity, capabilities and CLEAN evidence under one SHA-256 fingerprint.
Master-data draft only
2
Independent reviews
Procurement decides commercial identity, Quality decides capability scope and Security decides when required; every reviewer differs from author and earlier reviewers.
No sourcing authority yet
3
Activate exact AVL
Approve only exact receiving-site all/category/item/service scope and validity; retain rejected and superseded versions.
Eligibility only
READ ONLY
4
Screen supplier
Record the separate current restricted-party decision from a controlled source; the supplier card shows Not recorded, Cleared, Expired or Rejected and the responsible next step.
Compliance gate only
5
Suspend or reinstate
Evidence-backed suspension blocks issue/award/PO/acknowledgement; reinstatement creates a new reviewed version and never repairs stale sourcing records in place.
No custody change
6
Pin procurement
RFQ invitation, issue, quotation, award, PO and acknowledgement recheck the same current approved version, site and item/category scope.
Commercial facts only
7
Bounded supplier response
Issue a hashed, single-use UNCLASSIFIED package only to the pinned Commercial contact; capture the external representative and stop at pending inbound authority.
Pending authority only

Role handoff

Detailed reference chapters

Supplier lifecycle and exact approved-list qualification Competitive sourcing, PO amendments and delivery control Controlled documents and evidence roles

Detailed steps

1
Open Supply → Supplier management and create a version with at least one supplier location, named contact, exact qualification scope and CLEAN evidence.
2
Submit as the Buyer; decide in order as different Procurement Manager, Supplier Quality Engineer and, when selected, Security & Compliance Officer.
3
Inspect the screening badge. As Security & Compliance Officer, use Record/Renew screening to open Party screening with the supplier preselected; record the controlled source, decision and validity. This is separate from lifecycle Security review.
4
Create a competitive RFQ using the active supplier and confirm the exact lifecycle version is pinned through issue, quotation, award and purchase-order release.
5
Suspend the supplier with evidence and confirm sourcing use fails closed; reinstate through a new immutable version and confirm old RFQs remain stale.
6
For an explicitly UNCLASSIFIED released PO, issue a maximum-30-day single-use portal link to the exact Commercial contact and transfer it through an approved external channel.
7
Respond once from the navigation-free portal; confirm representative attribution, hashed credentials, pending-only receipt authority and unchanged stock/ledger/notifications; audit the complete version, screening and event history.

Field-by-field practice data

Use a disposable training tenant

Create an immutable supplier onboarding version with one exact item/site qualification scope. The page shows sample set A; the workbook includes independent A, B and C values.

Download all workflow samples (.xlsx)

Field names match the current application labels. Select existing approved records where shown, leave optional values blank unless they genuinely apply, and never copy fictitious TRAIN values into live work.

Buyer

Create the supplier version

Open /vendors

Enter legal identity, controlled contact/location and exact qualification scope before the ordered independent reviews.

Exact field name	Requirement	Sample value A	How to use it
Supplier code	Required	`TRAIN-A-SUPPLIER`	Use a unique governed supplier code.
Legal name	Required	`Training Aerospace Supplier A Private Limited`	Use the exact legal identity.
Trading name (optional)	Optional	`Training Supplier A`	Use only when formally applicable.
Supplier type	Required	`MANUFACTURER`	Choose the actual supplier type.
Country code	Required	`IN`	Use ISO country code.
CAGE / NCAGE (optional)	Optional	`TRNA1`	Enter only when assigned/verified.
Receipt tolerance %	Required	`0`	Use approved commercial/quality tolerance.
Effective from	Required	`2026-09-15`	Start of the proposed qualification.
Valid until	Required	`2027-09-14`	Use the approved review validity.
Classification	Required	`RESTRICTED`	Match supplier evidence sensitivity.
Receiving site	Select existing	`COM-01`	Select the internal site where scope applies.
Scope type	Required	`ITEM`	Choose ALL, CATEGORY, ITEM or SERVICE as governed.
Qualified item	Conditional	`TRAIN-A-BOLT-M8`	Select the exact approved item.
Capability statement	Required	`Manufacture and certify batch-controlled aerospace fasteners to approved specifications.`	State the independently reviewable capability.

Expected result: Approval creates a versioned sourcing qualification; it does not create a PO, receipt authority, receipt or stock.

Security & Compliance Officer

Record supplier party screening

Open /programme-operations?tab=screening

Use Record screening on the supplier card so the Vendor is preselected, then record the independent controlled source decision.

Exact field name	Requirement	Sample value A	How to use it
Screening target	Select existing	`Vendor onboarding / validity`	Keep the supplier-level target selected.
Vendor	Select existing	`TRAIN-A-SUPPLIER`	Confirm the exact supplier opened from Supplier management.
Controlled source reference	Required	`TRAIN-A-RPS-001`	Cite the controlled sanctions/ownership screening source.
Decision	Required	`CLEARED`	Record the evidence-supported outcome.
Valid until	Required	`2027-09-14`	Use the authorised re-screening date boundary.

Expected result: The supplier card publishes the current screening state. This does not amend or replace the supplier lifecycle version.

End state

One authoritative supplier history and a separately governed current screening decision control exact, expiry-aware source eligibility and bounded attributable PO collaboration while Inventory, Quality, Security, contract approval and future Finance/AP retain their separate authority.