Throughout your relationship with a supplier, it is possible that they may fall out of compliance. This may be because a critical date or document has expired, or something may have changed on their Supplier Profile.
The supplier will be notified by email if they fall non-compliant. However, you may need to take action to help the supplier get back to compliant state.
In this article you will learn:
How to rectify non-compliance if the supplier is published
How to rectify non-compliance if the supplier is onboarding
Click here to find out more about how compliance is managed on Canopy
How to rectify non-compliance if the supplier is published
If a published supplier falls non-compliant, this will be indicated on their Supplier Profile as follows:
- The Compliance Indicator will be in Non-Compliant state, indicated by a red cross icon
- The Status of the supplier will indicate they are Non-Compliant, indicated by the text in the red bubble
The supplier will have already received a series of reminder emails before they fall non-compliant, but it is possible they may not have seen them. This could be because:
- The supplier's notification email address, listed on their Supplier Profile, is out of date
- The reminder emails have landed in the supplier's junk folder
In the event a published supplier falls non-compliant and doesn't make any obvious attempt to rectify the situation:
- You do not need to do anything in the Canopy platform
- You should try to make contact with the supplier as soon as possible by alternative means, to inform them as to what has happened. You will be able to find the supplier's contact details on the Supplier Profile. You may also wish to engage the Business Owner in your organisation, as they will have a direct relationship with the supplier.
If the supplier has forgotten their login details, you may reset them on the supplier's behalf. Click here to find out more about how to do this.
If the supplier needs to update their notification email, they can do this themselves by logging into Canopy, or you can do it for them. Click here to find out more about how to do this.
How to rectify non-compliance if the supplier is onboarding
If a a critical date or document expires while a supplier is still in the onboarding process, they will not be marked as Non-Compliant.
Instead, the date field in the Supplier Profile will be marked with one of the following icons:
- Red 'Invalid' indicators
, which flag date fields that have now expired, and
- Yellow 'Expires Soon' indicators
, which flag date fields which are about to expire.
Because the supplier is onboarding, they will not have been notified of any expiring dates or documents.
If the supplier status is 'Under Review', follows these steps:
- You will not be able to Publish the supplier with date fields that have expired. You will need to initiate the 'Return To Supplier' process so that their profile is handed back to the supplier. Click here to find out more about how to do this.
- If the supplier does not engage in the process, you should try to make contact with them to inform them as to what has happened. You will be able to find the supplier's contact details on the Supplier Profile. You may also wish to engage the Business Owner in your organisation, as they will have a direct relationship with the supplier.
If the Supplier Profile is being edited by the supplier:
The supplier will be unable to submit their profile for approval unless the expired date fields have been updated.