Check documents from new suppliers
Upload the checklist and the supplier's documents. ActaFlow shows which requests have a matching document and prepares the additional information for the relevant contacts to check.
The request
Compare the supplier's dossier with our checklist and prepare the missing documents and discrepancies to verify.
ActaFlow organises the steps of the request. Add the documents and check the data before using the result.
The workflow steps
- Upload checklist and dossierIndicate the supplier's category and the contacts who should check the documents.
- Link requirements and documentsActaFlow matches each request with the document found and reports dates and identifying details.
- Check the assigned pointsPurchasing and other contacts verify the documents within their remit and indicate the clarifications needed.
- Confirm the requested additional informationThe manager reviews the results and decides which documents or clarifications to request from the supplier.Manager check
- Prepare the note for qualificationActaFlow gathers the checks carried out and prepares the draft with the documents still required.
One document for each requirement
The table shows the file found or indicates that the required document is missing.
Checks assigned to the contacts
The plan distinguishes between purchasing checks and those of other managers.
Additional information referred to the checklist
The draft contains precise requests based on the manager's review.
How you set up the automation
ActaFlow matches each request with the document found and reports dates and identifying details. The manager reviews the results and decides which documents or clarifications to request from the supplier.
What you need
- Company checklist for the supplier's category
- Questionnaire, declarations and certificates received
- Previous additional information and verification contacts
Upload checklist and dossier
Indicate the supplier's category and the contacts who should check the documents.
Link requirements and documents
ActaFlow matches each request with the document found and reports dates and identifying details.
Check the assigned points
Purchasing and other contacts verify the documents within their remit and indicate the clarifications needed.
Confirm the requested additional information
The manager reviews the results and decides which documents or clarifications to request from the supplier.
Prepare the note for qualification
ActaFlow gathers the checks carried out and prepares the draft with the documents still required.
Describe the work. AI helps you prepare your workflow.
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Frequently asked questions
Does ActaFlow decide whether the supplier is qualified?
It prepares the comparison with the checklist and collects the outcomes from the relevant contacts. The manager decides whether the dossier is sufficient or further checks are needed.
Can the same checklist be used for every supplier?
You can define different checklists by category. The manager chooses the applicable one before starting the comparison.
Can I apply my company's checklist?
Yes. Provide the checklist and specify the supplier category, the documents received and the contacts for the checks. The manager approves the result before any request for additional information.
Does the presence of a certificate mean the supplier is qualified?
The presence of a document does not certify its authenticity or validity. The relevant contacts verify the requirements, and the company retains the decision on qualification.
Check a supplier's dossier
Upload the documents received and your company's checklist.