🗣️This article is intended for Buyers. If you are a Supplier, please refer to our Supplier hub content.
Tracking Active Questionnaires
Click on the Pre-qualification module.
Click on the Questionnaires tab.
On the left, make sure you are looking at Active questionnaires.
Open the relevant Questionnaire.
Here, the right side of the first section displays the total number of Suppliers (Total suppliers) invited to the specific Questionnaire you are viewing, along with a breakdown showing how many Suppliers fall under each Questionnaire status on the left.
Then, the second section provides a detailed breakdown of each Supplier invited to the specific Questionnaire, including their status, completion percentage, expiry date (if applicable) and version. The same information can be seen on the Suppliers tab of the Pre-qualification module's repository, by clicking the dropdown arrow on the right side of each Supplier’s row.
Reviewing a sent Questionnaire
Once the expected time for completion of the questionnaire by Suppliers has come, head to the Pre-qualification tab to review it.
Click on the Pre-qualification module.
Click on the Questionnaires tab.
On the left, make sure you are looking at Active questionnaires.
Open the relevant Questionnaire.
Hover your mouse over the name of the Supplier whose status is ‘⚠️ Pending review’.
At the top of the page you will see ‘A decision is required’, you have two options to choose from: Reject or Approve. BUT! Before selecting any of the options…
As a Buyer, you have powerful tools at your fingertips during the review phase. These tools come in the form of reviewing responses and commenting.
Commenting allows you as a Buyer to provide feedback on any or all questions directly within the platform. The Suppliers will then be notified about the comments and can respond directly. To see, review and comment responses, do the following:
(Make sure to have the relevant Questionnaire submitted by the Supplier open.)
Click on a question.
On the right side, there will be an ‘Activity & Comments’ box, use the comment box to leave comments, questions or feedback for the Supplier.
Once you’ve thoroughly reviewed a Supplier's questionnaire, it’s time to make a decision. To do this, you have 2 options to choose from:
Option 1: ApproveIf you're satisfied with the submission, choose Approve.
This action moves the questionnaire status to 'Approved,' adding them to your list of trusted Suppliers. It will also disable all questions from being updated, so the Supplier cannot update their responses or leave new comments.
Option 2: Reject
If the submission doesn't meet your expectations, select Reject.
This action moves the questionnaire status to 'Rejected,' clearly indicating your decision to Reject the Supplier on the basis of their answers. It will also disable all questions from being updated, so the Supplier cannot update their responses or leave new comments. If you choose to Reject, a mandatory Explanation box will pop up and you will be required to provide your rejection reasoning. This information will be stored in the Audit trail.
Supplier network
On the Pre-qualification home page there is the Supplier tab next to the Questionnaires, Questions and Archive tabs. All companies that you send a questionnaire to will be added to this list, creating an Internal - Pre-qualification - Supplier Network.
Then, you will be able to see which Suppliers have received which Questionnaires, plus the status of each of their Sent questionnaires in one place.
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