Aerchain brings together all your supplier information in a single, perpetually updated database. Use the same database seamlessly across your source-to-pay processes, and beyond.


Aerchain Supplier Master is a framework that a company uses to manage a comprehensive set of records about a company's suppliers and other key information about the supplier-business relationship. This will eliminates the time, tedium and guesswork involved in manually aggregating supplier records and is a single-system solution for managing enterprise-wide supplier master data across multiple operations. We will ensure that duplicate and overlapping data are avoided.


Follow the below flowchart or steps which gives an overview of  Aerchain Supplier Master.




Step 1: Send Invitation to supplier


Here you will enter the name, email and contact details to send a sign up invitation to the supplier. The invitation email will be sent immediately once the details are entered.


Right after adding the supplier, you can use them for sourcing activities like sending RFQ, auction etc.


Step 2: Supplier sign up


To sign up, the supplier should click on the link sent via email, which will redirect to the page where supplier has to create a password or can use OTP option to complete the sign up process.


Supplier should use their email ID as user Id and the password created here as login credentials to access Aerchain dashboard.


The email notification will be sent to the person by whom the supplier was created.


Step 3: Send On-boarding Request


Here you can select the particular onboarding form from the list of different forms created in the onboarding settings and send it to the supplier to get required details.


Here you will define the payment terms applicable to the supplier which can't be changed by the supplier. Also you will define the categories of supplier, if there are different categories created then here you can define the appropriate category for the supplier.


We need to select the approver after adding the category. The list of approver names will be shown considering the person who has access to approve the supplier and the user who handles the suppliers of that particular category.


Now on-boarding email will be sent to the supplier.


Step 4: Register as a supplier


Supplier should fill all the mandatory details in the form under customer section on the portal and supplier should submit the form.


The email notification will be sent to the person by whom the supplier was created.


Step 5: Verify and Onboard a supplier


The customer will verify the details filled by the supplier. If details are appropriate then it will be passed to approver if not it will be again sent to supplier to refill the right details. 


The supplier onboarding will complete once the approval is done by approver and supplier will receive an email notification after the successful onboard.


Now you can release the PO, Rate Contract and Invoices to the supplier.


Status:


In the supplier listing page there are two types of status columns:


1. Sign-Up Status:

  • Pending: Vendors who you have sent a platform registration request, by adding their email id & mobile number, but they haven’t signed up on the platform.

  • Signed-Up: Vendors who have signed up on the platform, via OTP login, Google Sign-In Or by Password set-up. Signed up Vendors can participate in all the sourcing events & can access the history of all the sourcing Events they have participated in. You cannot send a PO / Rate Contract to a Vendor in this stage.


2. Registration Status:

  • Requested: Vendors to who you have sent an Onboarding Form in-order to initiate business transactions (PO/RC/Invoice).

  • Submitted : Vendors who have submitted your Onboarding Form filling in all the Mandatory & Required Details, along with the necessary attachments. If there is no approver configured for the Vendor Onboarding Process, then the Vendors would come to Submitted Stage.

  • Pending Approval: If approvers are configured in the Vendor On-boarding process, then the Vendors come to Pending-Approval Stage instead of Submitted Stage.

  • Approved: After all the configured approvers have approved the Vendor Onboarding Form, then the Vendor will come to the Approved Stage (For the above three statuses of Submitted, Pending Approval & Approved), the Vendor will be shown the status of “Under-Review”).

  • Rejected: If the Vendor Onboarding From has been rejected by anyone in the Approval Flow, then the Vendor will be moved to the rejected stage & the from will be sent back to the requestor. (Vendor will still see the status as Under-Review)

  • Registered: After all the approvals, when the Vendor come to the Approved Stage, the requestor can Enlist the Vendor, where the Vendor will move to the registered Stage. This is the trigger point for the Integration to respective ERPs, where Vendor Master Data is copied

  • Blacklisted: At any stage, you can blacklist the Vendor for any Business Reason. No Sourcing Events or Business transactions can be done with the Vendors at this state.