Some Supplier Lists will have compliance requirements, such as Public Liability Insurance or Workers Compensation Insurance.
The Vendor Admin is responsible for providing these compliance documents, and they can only be linked to the Supplier List by the Vendor Admin. Colleagues on that list are not able to provide compliance documents on their behalf.
Once you have uploaded a compliance document, you can link the same document to multiple Supplier Lists. If you are uploading a compliance document for the first time in your account then you will need to do that directly against the list. Once you have uploaded and submitted at least one compliance requirement you'll have the option to access and edit a master list of your compliance items.
These requirements are set by the List Owner at the organisation that manages the list. If you have any questions about the specific requirement on a particular list then you should contact the List Owner for more information.
Submitting a Compliance Requirement for the first time
If there is an outstanding requirement to submit compliance documents against a list, you will see this listed as a Critical Task on your homepage on the left. Clicking the Update compliance details link takes you to the Supplier lists you manage page, which you can also access under the Admin Tools.
- On the Supplier lists you manage page, you will need to click on the red Update button under the 'Required Compliances' column.
- On the next page, you will see a list of all the required compliance items on this list. If any comments have been provided by the List Owner (such as a minimum coverage value) then there will be a speech bubble against the item you can hover over to view those comments.
On the right-hand side you can click on the Click here to create a new one link under the required compliance item.
- You will need to fill out the necessary details in the relevant fields as per their insurance/document details. The 'Name this master item' field is for you to give a name to the item that is for your internal use only, as a way to identify the item you're creating.
The 'Insurance/accreditation type' field will be locked to the insurance type you've selected to upload, this cannot be changed.
- Once you've filled out all required fields you can click on the Continue button.
- On the next page, you will upload your certificate by clicking on the Click to select... button and selecting the document (either PDF or JPG) from your computer.
- Once uploaded you will be taken back to the list of compliance requirements on the list where you will see the item has been uploaded and linked to your profile on the list. It is now Pending Approval by the List Owner.
Note: If the compliance is not required by the organisation, then this needs to be removed as a requirement by the List Owner.
Managing Master Compliance Items
Once you have uploaded your first compliance item, you will have the option to manage your Master List of Compliance Items. You can use the master list to add new items and view, edit or delete existing compliance items. You can access this by clicking Edit master compliance items link under the Admin Tools menu (either in the top menu bar or on the homepage on the left-side menu).
- If you hover over the item name on the left you'll see the insurance details (eg. Issued By, Policy/Doc no, etc).
- You will also be able to download the document you've uploaded by clicking the view button under the 'Certificate of currency' column.
- Under the 'Linked to S'plr lists' column, you will see which supplier lists the item has been linked to.
- If the item is linked to at least one list then it cannot be deleted, if not linked to any supplier lists they can click on the delete link on the far right.
- You can edit the details by clicking on the edit button on the far right.
The below steps run through how you can add new compliance items to the master list:
- Click the Add new button to create a new compliance item.
- You will need to fill out the necessary details in the relevant fields as per their insurance/document details.
The "Insurance/accreditation" type you select must match the compliance requirement you want to link this document to. For example, if you are uploading a certificate for a Public Liability requirement then you'll need to select the Public Liability insurance type.
- Once you've filled out all required fields they can click on the Continue button.
- On the next page, you will upload your certificate by clicking on the Click to select... button and selecting the document (either PDF or JPG) from your computer.
- Click on Continue to finish creating this compliance item.
Linking a Compliance Item to a Supplier List
Once you've uploaded a compliance item to your master list, you are able to link these compliance items to relevant supplier lists you manage.
- Select Supplier lists you manage under the Admin Tools menu (either in the top menu bar or on the homepage on the left-side menu).
- Click the red Update button under the 'Required Compliances' column, next to the relevant Supplier List.
- For each required compliance item, any items you've created that match up with the insurance type required will be displayed to be linked to the list. Click the link button next to the compliance item(s) that you want to link to the supplier list.
- Once linked it will be sent to the List Owners to review. You will be notified via email if your submission is declined. You will not be notified if your submission is approved.
Required Updates to Compliance Items
In some cases, you may be notified that there is an update required to your compliance item(s). This could be due to several reasons:
- The compliance item may be due to expire and you will need to upload the new information and supporting documents. This can be done by editing the master compliance item, see above.
- The information you provided may have been declined and you will need to provide new, correct information.
- The document may have been uploaded to the master list, but it might not have been linked to the relevant Supplier List.