One of the triggers of non-compliance on Canopy is the expiry of certain date fields.
Typically these date fields relate to the expiry of critical documents, such as insurance policies, ISO certificates and audit dates. However, any date field in Canopy may be used as a driver of compliance.
In this article you will learn:
What happens when a date expires?
When is non-compliance triggered and what is the grace period?
How will a supplier be notified they have expiring documents?
What happens when a date expires?
If a critical date reaches the point of expiry, three possible activities will be triggered, as follows:
- Notification: The supplier will be notified by email that a critical date is approaching expiry. These notifications begin 14 days prior to expiry, and continue until the end of the grace period. Email notifications are sent to the relevant Notification Email. Click here to learn more about setting the notification email on a Supplier Profile.
- Compliance Indicator: The compliance indicator on the Supplier Profile will move from the 'Compliant' state to the 'Caution' state, beginning 14 days prior to expiry, and continuing until the end of the grace period. If no action has been taken, the Compliance Indicator will move to the 'Non-Compliant' state at the end of the grace period. Click here to learn more about the Compliance Indicator.
- Downstream Actions: You may have connected Canopy to your downstream systems, such as ERP. The compliance of a supplier is one of the primary methods of triggering action in these downstream systems, for example, putting suppliers on hold for Purchase Orders. For more information about how compliance impacts your downstream systems, please talk to your Administrator.
Please note, not all date fields in Canopy are deemed to impact compliance. Please check with your Administrator to understand more about which date fields have been configured to trigger non-compliance.
When is non-compliance triggered and what is the grace period?
Canopy allows for some buffer time to provide sufficient warning to users that a supplier may be about to fall out of compliance, and to allow the supplier to rectify the situation. By default, Canopy is configured to operate according to the following timetable:
| Before expiry | 15+ days | Supplier is in the 'Compliant' state. |
| Before expiry | 0-14 days | Supplier moves to the 'Caution' state. |
| After expiry |
0-5 days 'Grace Period' |
This is known as the grace period. During this time, the supplier will remain in the 'Caution' state, despite the date having noe expired. |
| After expiry | 6+ days |
Grace period has expired. Supplier moves to the 'Non-Compliant' state. |
How will a supplier be notified they have expiring documents?
Suppliers will be notified by email when they have action to take on their profile. Notifications will be sent to the email address listed on the Supplier Profile as the 'Notification Email'. It is important the supplier keeps this email address up to date.
Click here to learn more about setting the notification email on a Supplier Profile.