Resend, Edit or Cancel a Supplier Invitation

  • Updated

Once supplier invitations have been sent (either manually or via bulk upload), users with the Community Administrator or Community Supplier Administrator role have the authority to resend, edit, or cancel these invitations.

 

Access Manage Suppliers Screen

To begin any action, navigate to the Administration module and select Suppliers.

 

Resending a Supplier Invitation

Invitations can only be successfully resent if their state is New (meaning the supplier has not yet completed the registration).

 

Resend via Invitations Tab (Manual)

  1. Locate Invitation: Go to the Invitations tab. In the Supplier Name field, search for the supplier(s).

  2. In the State field, select New > click Search.

  3. Resend: Check the box next to the desired supplier(s) and click Resend.

 

Resend via Direct URL

You can copy the unique invitation URL and send it to the supplier via a customized email:

  1. Follow Step 1 above to locate the supplier(s) in the New state.

  2. To locate the supplier invitation URL, select View.

  3. The desired supplier invitation screen will appear. Copy the URL and send it to the supplier in a customized email.

 

Resend via Upload (Bulk)

Supplier invitations can be resent by uploading a CSV file, similar to the bulk upload method. The system will recognize and resend the original invitation if the Supplier Invitation ID matches an existing record.

  1. Go to the Invitations tab > select +Invite New Suppliers.

  2. Select Upload a list of suppliers > click Download Template.

 

  1. Complete the supplier details, ensuring the Supplier Invitation ID for each supplier is included.

  2. Click Browse > select the CSV file > click OK to trigger the invites to be resent.

 

Resend via Invitation Export

You can export a list of invitations in the New state and use that file for a bulk resend:

  1. Go to the Invitations tab. In the State field, select New.

  2. Click the dropdown in the Search button > select Export.

 

  1. Download File: A Job Submitted pop-up box will appear. Click the here hyperlink to access the Background Jobs screen.

  2. On the Background Jobs screen, select the Download link once the file is in a Finished State.

  3. Upload the downloaded file as you would with a standard bulk invitation upload.

 

Edit a Supplier Invitation

You can edit the details, such as the email address, for a supplier invitation that is in the New state:

  1. Locate Invitation: Go to the Invitations tab. Search for the supplier(s) in the New state > click Search > select View.

  2. Initiate Edit: The desired supplier invitation screen will appear > select More Actions > click Resend.

 

  1. Make Changes: The Invite Suppliers screen will populate > select Edit > update the desired supplier invitation details.

  2. Confirm: Select OK > click OK again to send the edited invitation.

 

Cancel a Supplier Invitation

Cancelling an invitation invalidates the registration link, preventing the supplier from using it to register.

  1. Locate Invitation: Go to the Invitations tab. Search for the supplier(s) in the New state > click Search > select View.

  2. Cancel: The desired supplier invitation screen will appear > select More Actions > click Cancel.