Changing a Supplier’s Purchase Type

You can have three types of supplier listed in the system: ordering, non-ordering, and bidder. The supplier’s purchase type defines which types of purchases the supplier is approved for:

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Ordering supplier: The supplier is authorized for all purchasing activities (requisitions, purchase orders, and RFQs).

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Bidder: The supplier is only authorized to bid on requests for quotation (RFQs). You can only place a purchase order to a bidder-type supplier if you also send the purchase order for approval through an appropriate procurement approval route.

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Non-ordering supplier: The supplier is not authorized for purchasing activities. The supplier cannot be included on a RFQ or have a purchase order placed with them. Non-ordering suppliers are typically payment vendors in your financial system.

When changing the purchase type, you can enter a reason for the change and comments. The system saves a history of all changes to a supplier’s purchasing type. The history records the supplier’s new purchasing type, when the change was made and who made the change.

If you change a supplier from an ordering or bidding supplier to non-ordering, if the supplier was selected as the preferred supplier on any open purchase demands, the system clears the preferred supplier selection on the demands.

To Change a Supplier’s Purchase Type

From the Site window, select the Purchasing view and then the Suppliers tab.

Select the Suppliers tab. By default this tab lists the suppliers for the site.

Right-click the supplier whose purchase type you want to change and select Change to, and then one of Ordering Supplier, Bidder, or Non-ordering Supplier. A dialog appears, for example:

Select a reason for changing the purchase type and if appropriate enter comments in the Comment box.

If you are changing a supplier to a non-ordering or bidding supplier, the dialog also displays Demands and Purchase Orders tabs.

Select the Demands tab. This tab shows any outstanding purchase demands on which this supplier is listed as the preferred supplier. If you are making the supplier a non-ordering supplier, the system clears the preferred supplier setting on these demands.

If appropriate, you can select a new preferred supplier on the listed demands. Double-click a demand to open it. On the Requirement dialog, select the Purchase Details tab. Click Edit to open the Supplier box for editing. Enter the number of the new supplier, click All suppliers, or click Valid Suppliers to search for an appropriate supplier.

When you are finished editing the demand, click OK.

Repeat steps 6 to 7 for each demand that needs editing.

Select the Purchase Orders tab to view the open purchase orders for the supplier. Any currently open purchase orders can be completed, but new ones cannot be created if the supplier is being made a non-ordering supplier.

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Click OK. The supplier’s purchase type has now changed.