If the supplier file only has a name and phone number, procurement still needs to dig through contracts, delivery records, and evaluation forms. The supply chain system should use files as a collaboration portal, which not only retains basic information, but also explains the current scope of cooperation and the information that needs to be supplemented.

How to arrange records and operations

Contact persons are classified according to their responsibilities, and cooperation categories, valid agreements and data status are managed separately. Supplier name changes retain historical associations and do not regenerate a set of irrelevant files. Set up reminder and review processes for key data, upload attachments to record sources and versions, and avoid overwriting files with the same name.

Supplier files should distinguish business entities, supply locations and business contacts. When the same company delivers goods from multiple locations, it cannot be solved simply by adding a new file with the same name. Changes in contact persons retain the validity period, and old orders can still find the communication partners at that time. Bank information and general contact information use different modification permissions and confirmation steps. Check open orders, returns and reconciliation matters before deactivating suppliers. Stopping new purchases does not mean that existing business does not need to continue to be processed.

Specific scenarios that need to be checked

For example, if the technical contact person is different from the settlement contact person, procurement should be allowed to directly find the corresponding position. After the supplier is deactivated in the test, open orders can still be checked, and new purchases are restricted according to rules. External accounts only view their own collaboration records and do not obtain all purchasing information by entering the archive page.