Supplier checklist functionality - configuration option

Owned by Fiona Wilson, created
Last updated: Dec 20, 2023
6 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

A configuration option is available to provide supplier checklist functionality - the supplier checklist contains items specific to your business requirements

Outstanding supplier checks can be flagged in the Organiser and also reported on

This functionality helps to ensure that specific processes and checks are being followed when a new supplier is added

To enable this configuration option, click here to contact Reapit Support

Prior to version 12.161: supplier approval functionality also needs to be enabled to use the supplier checklist - however, from version 12.161+, this is not required in order to use it
If supplier approval is not enabled, completing the supplier checklist is an optional process

From version 12.162+: when using supplier approval functionality, a further configuration option is available which makes the completion of the supplier checklist compulsory, as it requires the checklist to be completed before the supplier can be approved
For more information on this configuration option, see section 7 below

Configuration options for supplier checklists

Checklist items can be set to apply to:

Users can be:

  • prevented from editing or deleting a check

  • required to add an attachment to a check

  • prevented from marking a check as ‘not needed’

Each of the above configuration settings is set for each checklist item
When contacting Reapit Support to request supplier checklist configuration, please consider which settings are required for each check

1. Access supplier checklist

When adding a new supplier, the supplier checklist can be accessed and used

  • Click icon to right of Business type - which should be set to Supplier
    Up to version 12.160, supplier approval functionality also needs to be enabled - this functionality is not a requirement from version 12.161+

If using the legacy company screen

From supplier company record:

  • Click icon to right of Business type - which should be set to Supplier
    Up to version 12.160, supplier approval functionality also needs to be enabled - this functionality is not a requirement from version 12.161+

2. Supplier checklist

The types of check displayed is dependent on how your business have chosen to set this up

  • Use the link to the right of the check to update the status of it

    • Options offered are: Needed, Not Needed, Sent/Arranged, Completed
      Configuration may prevent a check from being marked as Not Needed

  • If your configuration settings allow:

    • Click Add check to add further entries to the list

    • Click the red cross to the right to remove a check

    • Click into the field to edit the check title

  • The paperclip icon beside the check allows you to attach associated documents - see 2a
    If a yellow notepad icon is displayed beside the paperclip on a check, this check requires a document to be uploaded before it can be marked as Completed

  • The order of the checks can be changed - see 2b

2a. Add/view check documents

Add check documents

  • To the right of the check, click the paperclip icon to access Document Management

  • Drag and drop your document over the above window, or click Add and browse to it

  • When added, the Edit Document screen allows you to change the document Name and Type 

  • Click Accept
    The document is displayed in the Document Management window

View check documents

From supplier company record (when using the new company screen):

  • Click Documents (top left) and tick Include documents from checks

2b. Change order of checks

  • Hover mouse pointer over the check to move

  • Click and drag the double-headed arrow icon on left of screen to move the check

3. Completed supplier checklist

When all items on the checklist are complete:

  • Each item will display with a tick to the right of the check title

  • The checklist icon will change to indicate it is complete

If using the legacy company screen:

  • The checklist complete icon appears as shown below

4. Incomplete supplier checks on the Organiser

Incomplete supplier checks can be flagged on the Organiser, this needs to be added to the panel and saved first

From Organiser:

  • In the Overview or To-do List panel (for example) hover over panel header and click cog icon

  • Tick Supplier checks incomplete

  • Click tick (top right) to save Panel Setup

  • The Supplier checks incomplete option is shown in the panel

    • click entry to view the list

    • right-click and select Full results to see more information in a grid

6. Report on supplier checks

A checks option is available when running a Power Report on company records

From Reports on main menu:

  • Click Power Reports

  • Select Company Report type

  • Click Business Type, leave set to any of and select Unapproved Supplier
    When using supplier approval functionality, selecting Unapproved Supplier ensures that new suppliers whose checklist is not complete are shown

  • In Linked Records, click Checks

  • Select any checks criteria to narrow down the search results, e.g. Status

Example report

This report will return all company supplier records where the supplier is Unapproved and the Supplier bank details added check is currently Needed or Sent/Arranged (i.e. it is not complete)

7. Require completed checklist before supplier can be approved - configuration option (available from version 12.162+)

A configuration option is available which prevents a supplier from being approved until the supplier checklist has been completed

To enable this configuration option, contact Reapit Support

  • When clicking Unapproved to attempt to approve the supplier and the supplier checklist is not complete, a prompt is displayed