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How to Manage Supplier Documents?

The Documents tab on a supplier profile allows you to store and manage supplier-specific files such as W-9s, COIs, insurance certificates, contracts, ACH forms, statements of work, and other compliance or onboarding documents.

Where to find supplier documents

Open a supplier record and use the supplier detail navigation to switch between:

  • Profile

  • Spend

  • Documents

Click Documents to view the document list for the selected supplier.

Viewing supplier documents

The Documents tab shows all documents attached to the selected supplier. The list includes:

  • Document Name

  • Document Type

  • Uploaded On

  • Uploaded By

  • Expiration Date

  • Status

  • Actions

Each supplier has its own document list, so documents saved under one supplier will not appear under another supplier.

Supported document types

When creating a supplier document, select the document type that best describes the file.

Supported document types include:

  • COI

  • Diversity Certificate

  • W-9

  • Lease

  • MSA

  • Insurance

  • Statement of Work

  • Vendor Contract

  • 1099

  • ACH

  • Vendor Information Form

  • BAA

  • Monthly Statement

  • Outside Interest Form

  • Quote

  • Sales Information

  • Others

If none of the listed types apply, choose Others.

Document statuses

Supplier documents can have one of the following statuses:

  • Draft – The document is still being prepared or reviewed.

  • Active – The document is currently valid.

  • Expired – The document is no longer valid or has passed its expiration date.

Use the status field to indicate whether the document is still being prepared, currently valid, or expired.

Adding a new supplier document

To add a supplier document:

  1. Open the supplier record.

  2. Click the Documents tab.

  3. Click New Supplier Document.

  4. Enter the document details.

  5. Select whether expiry reminders should be enabled.

  6. Save the document.

  7. After saving, upload any supporting files if needed.

Supplier document fields

When adding or editing a supplier document, you may see the following fields:

Field

Description

Document Name

Name or title of the supplier document.

Document Type

Category of the document, such as COI, W-9, MSA, Insurance, or ACH.

Uploaded By

User or contact associated with the upload record.

Uploaded On

Date the document was uploaded.

Status

Current status of the document: Draft, Active, or Expired.

Expiration Date

Date the document expires or should be renewed.

Internal Contact

Internal team member associated with the document.

Supplier Contact Name

Supplier-side contact for the document.

Supplier Contact Email

Email address used for supplier document notifications.

Notify On Expiry

Controls whether expiration notifications are sent for this document.

Required fields may include Document Name, Document Type, Supplier Contact Name, Supplier Contact Email, Expiration Date, and Uploaded On.

Uploading supporting files

After saving the supplier document, you can upload supporting files.

To upload a file:

  1. Open the saved supplier document.

  2. Use the Supporting Documents upload area.

  3. Drag and drop a file into the upload area, or browse to select a file.

  4. Upload the file.

Supported file types include:

  • JPG

  • JPEG

  • GIF

  • PNG

  • PDF

  • XLS

  • XLSX

  • MSG

  • EML

Uploaded files appear in the document list. Click the file name to open the uploaded file in a new browser tab.

Viewing a supplier document

To view a supplier document, click the Document Name from the supplier document list.

The document detail page shows information such as:

  • Document Type

  • Document Name

  • Uploaded By

  • Uploaded On

  • Expiration Date

  • Supplier Contact Name

  • Supplier Contact Email

  • Internal Contact

  • Notify On Expiry setting

  • Attached document link, if a file has been uploaded

If a file is attached, the file name appears as a link and opens in a new browser tab.

Editing or deleting supplier documents

Use the Actions column to update or remove a supplier document.

Available actions depend on your permissions. Some users may only be able to view supplier documents, while others can create, edit, or delete them.

Expiration reminders

Supplier documents include a Notify On Expiry option.

If Notify On Expiry is selected, the system can email the supplier contact before the document expires, based on your company’s configured reminder window. This helps your team proactively collect updated supplier documents before they become invalid.

The reminder email is sent to the supplier contact email saved on the document.

Permissions

Access to supplier documents follows supplier permissions.

Depending on your role and permissions, you may be able to:

  • View supplier documents

  • Create new supplier documents

  • Edit existing supplier documents

  • Delete supplier documents

If you do not see an option to create, edit, or delete a supplier document, contact your administrator to review your supplier permissions.

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