Supplier Registration

Register a new supplier

1. On the left sidebar, select Suppliers.
2. Select New Supplier.
3. Complete the five-step registration wizard described below.
4. On the Review & Submit step, verify all information is correct.
5. Select Create Supplier.

After successful creation, the system redirects you to the new supplier’s profile page.

Step 1: Basic Information

1. In the Legal Name field, enter the supplier’s official legal entity name (required).
2. In the Trade Name field, enter the trading name if it differs from the legal name.
3. In the Country field, start typing and select a country from the autocomplete list (required).
4. Under Supplier Types, select one or more types from the checkbox grid (at least one required).
5. Under Regulatory Regions, select all applicable regions by toggling the region buttons (EU, US, CH, UK, JP, CN, AU, CA).
6. Select Next.

Step 2: Address

1. Enter the supplier’s registered address: Street, City, State / Province, Postal Code, and Country.
2. Select Next.

Note

The address is optional during initial registration but should be completed before qualification.

Step 3: Contacts

For each contact role (Quality Contact, Regulatory Contact, Commercial Contact, Emergency Contact):

1. Enter the contact Name.
2. Enter the contact Email.
3. Enter the contact Phone.

All contact fields are optional. Email addresses are validated for proper format when provided.

4. Select Next.

Step 4: Compliance

1. Select the Data Integrity Relevant checkbox if the supplier handles data or records that impact product quality or GxP compliance.
2. Select the Uses Computerized Systems checkbox if the supplier uses computerized systems for quality-relevant processes.
3. Select Next.

Caution

Enabling these flags may trigger additional qualification requirements based on your organization’s supplier management settings.

Step 5: Review & Submit

1. Review the summary of all entered information (Basic Information, Address, Contacts, Compliance).
2. To correct any information, select a completed step in the progress indicator to navigate back.
3. Select Create Supplier to save the record.

Edit an existing supplier

1. On the left sidebar, select Suppliers.
2. Select the supplier from the list to open their profile page.
3. Select Edit.
4. Update the fields as needed. The edit form displays all fields on a single page with current values pre-populated:
   • Basic Information (legal name, trade name, country, types, regulatory regions)
   • All four contact roles
   • Registered address
   • Compliance flags
5. Select Save Changes.

To discard changes, select Cancel.

Archived suppliers are read-only

Archiving is the end of a supplier’s active life. An archived supplier’s edit page shows a notice instead of the form, with a link back to the supplier record.

To make changes to an archived supplier, restore it first from the supplier record, then edit it as normal.

Caution

This is a change in behaviour. Archived suppliers could previously be edited directly. Restoring the supplier is now an explicit step, so a change to a supplier that is no longer in use is always a deliberate act.

Validation rules

Field	Rule
Legal Name	Required
Supplier Types	At least one must be selected (new supplier form)
Country	Must be selected from the predefined list
Email addresses	Validated for proper format when provided

Tip

When registering a supplier that operates in multiple regulatory regions, select all applicable regions during registration. This information is used during classification to determine the appropriate level of oversight.

Practical example: registering a raw material supplier

Scenario: Your pharmaceutical company needs to register ChemPure Ltd., a raw material supplier providing excipients used in tablet manufacturing.

1. Navigate to Suppliers and select New Supplier.
2. Step 1 — Basic Information:
   • Legal Name: ChemPure Ltd.
   • Trade Name: ChemPure
   • Country: Start typing “India” and select India from the autocomplete list.
   • Supplier Types: Check Raw Material Supplier. If ChemPure also provides API intermediates, also check API Supplier (suppliers can have multiple types).
   • Regulatory Regions: Toggle EU, US, and JP since the finished product is distributed in the European Union, United States, and Japan.
   • Select Next.
3. Step 2 — Address: Enter ChemPure’s registered address (e.g., Plot 42, MIDC Industrial Area, Pune, Maharashtra, 411018, India). Select Next.
4. Step 3 — Contacts:
   • Quality Contact: Dr. Priya Sharma, priya.sharma@chempure.example.com, +91 20 1234 5678.
   • Regulatory Contact: Raj Patel, regulatory@chempure.example.com.
   • Leave Commercial and Emergency contacts blank for now (they can be added later by editing the supplier).
   • Select Next.
5. Step 4 — Compliance: Check Data Integrity Relevant because ChemPure provides Certificates of Analysis with release test data that impacts GxP compliance. Leave Uses Computerized Systems unchecked. Select Next.
6. Step 5 — Review & Submit: Verify all details. The summary shows Basic Information, Address, Contacts, and Compliance sections. Select Create Supplier.

The system creates supplier record SUP-XXXX and redirects to ChemPure’s profile page, where you can proceed with classification and qualification.