Supplier Compliance and Approvals
Keep every supplier's certificates on the supplier: tax compliance, B-BBEE, COIDA, bank confirmation, ISO or food-safety, each with its expiry date and files. The system raises a reminder before a document lapses and an alert once it has, and every supplier carries an approval status, so buyers can see who is cleared to trade with.
- Renewals flagged before they lapse
A document coming up for renewal raises a warning in the bell and the daily digest, and an expired one raises an alert, so nobody finds out from an auditor or a tender.
- Every certificate on the supplier
Each supplier has a Compliance tab with its current document of each type, the reference, issue and expiry dates, and the files.
- A clear approval status
Suppliers are Pending, Approved, Approved conditionally, Suspended, Rejected or Archived. Rejected and archived suppliers drop out of supplier search and the new purchase order picker.
- One view of what's due
The suppliers dashboard shows the documents due for renewal and the suppliers awaiting a decision, and a cross-supplier compliance list filters by document type and state.
What it does
Records each supplier's compliance documents against the supplier: the document type, a reference such as a tax compliance PIN, the issue and expiry dates, notes and any number of files. A document that has no file, like a PIN checked online, can still be recorded. Each document shows as Current, Due for renewal, Expired or Superseded. Renewing a document records the new one and keeps the old one on file, so the history is never overwritten. Every hour the system checks for documents inside their renewal window and raises a reminder on the supplier, then a critical alert once a document has expired; recording the renewal clears it. Alongside the documents, each supplier carries an approval status that is changed from the supplier's actions menu, with an optional reason and a full audit trail.
What it replaces
Replaces the spreadsheet of supplier certificates and expiry dates that someone is meant to check every month. A lapsed certificate is usually discovered when a customer's vendor check fails, a tender is rejected, or an auditor asks for it. It also replaces the "Active" tick box that could not say whether a supplier was still being vetted, approved with conditions, or suspended.
Who it's for
Any business that has to prove its suppliers are compliant. In South Africa that is most companies with B-BBEE scorecards or public-sector and corporate customers, who must hold current tax compliance, B-BBEE and COIDA documents for each supplier. It matters most in regulated supply chains (food and beverage, medical devices, chemicals, automotive) where ISO, FSSC 22000 or HACCP certificates are audited, and for buyers with a large supplier base where renewals arrive every week.
What problems it solves
- A certificate lapses and nobody notices. A reminder appears on the supplier 30 days before expiry by default, and an alert once it has expired, in the bell and the daily digest.
- The auditor asks for last year's certificate. Renewing keeps every earlier document on file with its own page, so the full history is one click away.
- Some documents aren't files. A tax compliance PIN or a reference number can be recorded on its own, with or without an attachment.
- Buyers order from suppliers that aren't cleared. A supplier's approval status is on the listing and the supplier page, and rejected or archived suppliers can't be picked for a new purchase order.
- Nobody knows who changed a supplier's status, or why. Each status change records who made it and an optional reason.
- There's no single view of what's due. The suppliers dashboard lists documents due for renewal, and the Compliance Documents list filters every supplier's documents by type and state.