Once a supplier invitation has been sent out to potential supplier, by inviting suppliers to register manually or invitation through upload, communities may desire to resend, edit and/or cancel a supplier invitations.
Users with the Community Administrator or Community Supplier Administrator role have the option to resend, edit and/or cancel the invitation sent.
Access Manage Supplier Screen
To access the Manage Supplier screen, go to the Administration module > selecting Suppliers.
Resend a Manual Supplier Invitation
To resend a supplier invitation, go to the Invitations tab > in the Supplier Name field, search the supplier(s) > in the State field, select New > click Search. To resend the invitation, check the box next to the desired supplier(s) and click Resend.
Alternatively, users can resend the supplier invitation URL and sent in a customized email, so long as the State is New, by:
Going to the Invitations tab > in the Supplier Name field, search the supplier(s) > in the State field, select New > click Search. To locate the supplier invitation URL, select View.
Once completed, the desired supplier invitation screen will appear > to copy the URL and > send to supplier in a customized email.
Alternative Ways to Resend Supplier Invitation(s)
Resend via Upload
Supplier invitations can be resent in upload, similarly to how supplier invitations are loaded via bulk upload. If the Supplier Invitation ID matches the existing supplier invitation. The same invitation URL will be resent, instead of creating a new record.
To complete, go to the Invitations tab > select +Invite New Suppliers.
Once completed, the Invite Supplier screen will populate.
Select Upload a list of suppliers > click Download Template to obtain the Supplier Invite Upload Template. Details of the required data can be gathered by selecting Download Specification.
Complete all of the supplier details and save the template as a CSV file. (Note: Make sure the Supplier Invitation ID with each supplier is included, so the system treats the actions as a resent).
Click Browse > select the CSV file and > click OK, which will trigger the invite(s) to be resent to the supplier(s) listed in CSV file.
Resend via Invitation Export
Supplier invitations can be resent via export, for supplier invitations in State as New.
Go to the Invitations tab > in the State field, select New > click the dropdown in the Search button > select Export.
The Job Submitted pop-up box will appear, to select here hyperlink
Once completed, the Background Jobs screen will appear > Select the Download link once the file is in a Finished State.
Download said export, then upload the file like you would if it was a bulk invitation upload.
Background Jobs can also be accessed to export, by selecting the Task Menu in the upper right corner > click Background Jobs.
Edit a Supplier Invitation
To edit the email address associated with a supplier invitations in State as New, go to Invitations tab > in the Supplier Name field, search the supplier(s) > in the State field, select New > click Search > select View.
Once completed, the desired supplier invitation screen will appear > select More Actions > click Resend.
The Invite Suppliers screen will populate > select Edit > update desired supplier invitation details > select OK > click OK.
Once the edited supplier invitation is successfully sent, the following message will appear:
Cancel a Supplier Invitation
When an invitation is cancelled, the supplier invitation link will no longer be valid and the supplier cannot use the link to register.
To cancel a supplier invitation, go to Invitations tab > in the Supplier Name field, search the supplier(s) > in the State field, select New > click Search > select View.
Once completed, the desired supplier invitation screen will appear > select More Actions > click Cancel.