DOCUMENTS

Created by Service Desk Niuma, Modified on Fri, 29 Nov, 2024 at 12:33 PM by Service Desk Niuma

Through the Documents area, it is possible to view all documents uploaded by suppliers (ref. Figure 1).

In detail:

Qualification: this section contains all documents uploaded to the e-procurement portal by the supplier. The list associates with each document on the portal: the supplier from whom it was uploaded, the supplier's qualification status, the date on which the document was uploaded to the system, the date on which the document was issued to the supplier, the expiry date of the document, the status, the user who validated the document and the reminder status.

Figure 1. Aruba S.p.A. Portal: ‘Documents’ section

Regarding the reminder status (A) (ref. Figure 2), please note that, it is possible to display two types of status

o ‘Suspended’, if the document is no longer requested by the internal user or no longer available from the supplier.

o ‘Active’, if the document is available or, alternatively, is requested by the internal user.

Furthermore, via the Actions column, it is possible to view and download the document (B) and, if necessary, access the history (C).

Figure 2. Aruba S.p.A. Portal: Supplier qualification documents

Document Validation: in this section it is possible to proceed with the validation of documents, uploaded by suppliers. Using the ‘View’ column (A) (ref. Figure 3), it is possible to consult the details of the documents waiting to be viewed and proceed with their validation (using the icon ) or rejection (using the icon ).

Figure 3. Aruba S.p.A. Portal: ‘Document Validation’ section

Specifically, once the questionnaire evaluation phase has been completed, the subsequent document evaluation phase requires the internal user to personally examine the documents, submitted by the supplier, in order to validate their actual consistency with respect to:

- type of document requested

- dates of issue and/or expiry declared at the time of submission;

- veracity of the information where necessary

- presence of identification documents where required (i.e. self-certification).

The documents to be attached to the system will be classified by type, compulsoriness and legal status. This last property is necessary in order to allow natural persons to submit a series of documents that are obviously different from those required of legal persons.

In addition, the document classification will also take into account the duration of each document, so that the system, based on the issue date declared by the supplier for each document, can automatically alert qualified suppliers of expired documents that need to be updated.

In the Actions column, on the other hand, there is the icon, which allows the internal user to view the history of previously loaded documents (A) (ref. Figure 4).

Figure 4. Aruba S.p.A. Portal: ‘Document Validation’ section