Documents

Into the Documents section, it is possible to view all documents uploaded by suppliers (Figure 1).

In detail: 

• Qualification: this section contains all documents uploaded 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. Documents

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

• ‘Suspended’, if the document is no longer requested by the internal user or no longer available from the supplier. 
• ‘Active’, if the document is available or, alternatively, is requested by the internal user.
• ‘Suspended documentary’, if the supplier is obsolete.
• ‘Black List’, if the document is available or, alternatively, is requested by the internal user. The supplier SAP Status is “Black”.
• ‘Active green’, if the document is available or, alternatively, is requested by the internal user.
• ‘Active yellow’, 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 and, if necessary, access the history.

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

Figure 3. Document Validation

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, 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 to allow natural people to submit a series of documents that are obviously different from those required of legal people.

In addition, the document classification will also consider 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 (Figure 4). 

Figure 4. Document Validation