Please Note
Adding suppliers from the TraceGains Network via Supplier Management Pro automatically sends a connection request to the selected supplier locations. Upon accepting a location-level connection request, suppliers will also receive relevant document requests based on your default Document Requirements.
What are Connections within Supplier Management Pro?
Connections are the virtual handshake that enables Supplier Management Pro users to request and collect the quality documents required for product development, food safety regulations, and compliant production.
Why Make Connections?
By adding and connecting with suppliers, you can easily request location and item level documentation from suppliers, manage and store these documents and even keep track of expired documents.
If suppliers have documents available in their system, making connections will trigger the ability to automatically retrieve any visible documents that match your specified requirements. Use this ‘Reverse PostOnce’ system to collect some or all required documents before a connection has been accepted.
This article will guide you through the process of making supplier connections, sending document requests, and managing responses to ensure a compliant and audit-ready supply chain.
How to Add Suppliers
Start managing your supply chain effectively by adding your existing suppliers to the platform. The following section will instruct you on how to get started, but read on for links to detailed instruction.
Begin with the '+ New Supplier' button: This will initiate the process of adding a new supplier.
If your supplier is already part of the TraceGains network, they'll appear in your search results. If so, you can immediately establish a connection with the pertinent locations.
If a network supplier has available documents that match your requirements, you can collect those documents before the supplier accepts your request.
Once you add a supplier and connect to their locations, the supplier will receive a notification of your connection request. Upon accepting this request, the supplier will also receive any outstanding requests for location-level documents, according to your established requirements.
Additional Resources
How to Make and Manage Connections
Step 1: Select ‘Suppliers’ under the Supplier Management Pro dropdown options. This opens the All Suppliers Table, where you can view and manage your existing suppliers.
Step 2: In the All Suppliers Table, locate the supplier you want to connect with. In the "Connect/Disconnect Button" column, you will see one of the following options:
- ‘Connect’: Indicates that you are not connected with the supplier or that they have declined a previous connection request.
- ‘Disconnect’: Indicates that you are already connected with the supplier or have a pending connection request.
To connect with a supplier, click ‘Connect’. This prompts two steps:
- ‘Manage Supplier Connection’ - Search and select the desired supplier
- ‘Choose Supplier Location’ - Select one supplier location to connect with.
After selecting a location, click ‘Connect’. This will send a connection request to the supplier group. If the supplier location record has items associated with it, the connection request will also include those items.
Step 3: Send Document Requests based on Requirements
Once a supplier accepts your connection request, this will generate document requests according to your existing requirements. Use the Supplier Doc Requirements page in the Document Settings tab to set default document requirements and add any customer document types. Learn more about document settings here.
To customize document requirements per supplier, navigate to the Supplier Details page and click on the "Requirements" tab. Here, you can select which location level document types you'd like to request.
Once you save your document requirements, updated requests are sent to the supplier.
Step 4: Manage Supplier Responses
As your suppliers respond to document requests, those documents will populate the Documents tab in Supplier Management. To view and manage responses from a single supplier, navigate to the Supplier Details page and click on the ‘Documents’ tab for that supplier.
View all pending documents and responses from all of your suppliers via the Documents>All.
Review submitted documents, approve or reject them, and communicate with suppliers as needed.
Manage Supplier Connections
Once you have added a supplier, manage your connections with them using the ‘Connect’ and ‘Disconnect’ buttons in the All Suppliers Table. ‘Connect’ allows you to send a connection request to the supplier, while ‘Disconnect’ enables you to disconnect from a supplier.
Disconnecting from a supplier will terminate any active connections and document requests.
Navigate the Suppliers Table
As you build out your supply chain on Supplier Management Pro, explore the capabilities to manage, filter and review your supply chain.
- Monitor which suppliers are in-network – be sure to invite suppliers to join TraceGains for free!
- Check connection status – suppliers must accept your connection request to start collecting documents
- Review items you purchase from each supplier. Want to expand business with a specific partner? View their Marketplace listing and item catalog.
- Customize Doc Requirements per supplier.
- Use keyword search, filters, column sorting, and display per page to quickly find high priority content
- Use the ‘Manage Company Connections’ button in the top right to review and manage company level connections