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Buyer Admin: How do I bulk invite suppliers to my Purchasing marketplace?

AD team Updated by AD team

How do I bulk invite suppliers to my Purchasing marketplace?

This guide covers how to invite suppliers in bulk via our Supplier Onboarding Module (SIM). The system will check whether the supplier is part of our supplier network as part of this process.

If you only have a small number of invites to complete, we would recommend following our standard guide here: How do I connect with a supplier on my Purchasing marketplace?
  1. From the Purchasing homepage, go to the Supplier Onboarding (SIM) link in the top right hand corner:
  2. This will open a new tab in your browser. Before going to invite suppliers, we would recommend checking the SIM Administration page to ensure you have the correct follow ups and custom message in place. For this, click your account name in the top right hand corner and select Administration:
  3. On Administration, you can choose both when automatic follow up emails are sent, and in how many days an invitation should expire. Additionally you can also choose to include a custom message which is sent upon invite to the supplier(s):
  4. Click Save changes.
  5. Using the left hand menu, go to the Invite Suppliers tab.
  6. The Bulk Invitation tab is automatically selected upon landing on the page.
  7. On the right hand side, go to the section Download CSV Template and click the Download button:
  8. The template contains 5 columns which need to be completed. All fields are mandatory barring 'CC Addresses' which is optional. If you try to upload without this data the system will prompt you that this is missing and it will not allow the upload to complete:

  1. One filled in, save the file.
  2. In the interface, click Select file within the Bulk Invitation tab to locate your file and click Open.
  3. Add a label to the file and click the Upload button:
  4. When uploading, the system will complete a match against your file. The following statuses could appear during this process:
    1. New: waiting for processing
    2. Matching in progress
    3. Awaiting approval: Processing has finished, waiting for your approval
    4. Done: the list has been approved and invitations are sent
You may need to manually refresh the page to update the Status of the upload / match.
  1. Once the status reaches Awaiting approval, click Approve suppliers in the Actions column:
  2. This page will help you to review the match and determine who to connect to, or who to invite to the OneAdvanced supplier network. The page shows the following:
    1. Which of the suppliers are part of the OneAdvanced supplier network and can be connected to straight away
    2. Which of the suppliers are not part of the OneAdvanced supplier network. If you wish to proceed with inviting them to join you can do so via this page
    3. Which of the suppliers are already on the system and connected to you. No further action would be required.
    If there are a large number of results in any of the fields you can search for a particular supplier within each of the dropdowns, as well both bulk selecting and individually selecting / deselecting suppliers.
  1. Once you are happy with your selections, click Approve list, and then Yes if you want to proceed.
  2. You will be shown an overview of what you have approved, as well as links to help track a supplier's engagement:
  3. Click List of uploads if you wish to return to the main Bulk Invitation page view, where you will see the status is changed to Done. A report will also now be available to download in the Report column which shows the action taken:
  4. The supplier(s) will receive email communication automatically depending on whether they are being invited to join the network or connect with your organisation. The information held in the Administration page (accessible from the top right hand corner drop down) will be used to trigger automatic communications.

How did we do?

Buyer Admin: The Supplier Onboarding Module (SIM) overview

Buyer Admin: How do I make a hidden catalogue visible again?

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