Loading and updating a supplier

Written by Wilbur Admin

Updated at December 21st, 2020

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Table of Contents

Filter supplier list Loading a new supplier Update the supplier 

Filter supplier list 

To avoid creating duplicates or to find a supplier to modify, follow these steps. 

 

  • Click ‘SUPPLIERS’ from the left-hand side menu 
  • Click the ‘FILTER’ button 
  • The filter box will display allowing you to filter by the following: 
    • SEARCH BOX – Ability to search by the supplier name, contact email or contact number 
    • SUPPLIER TYPE – Full list of supplier types available in the drop-down 
    • SUPPLIER STATUS – Draft; pending; declined or approved 
    • ADDRESS SEARCH BOX – Search by the full address or a combination of the street, suburb, postcode and/or state 
    • COMPLIANCE – Yes; no or pending 
    • REG FOR TP (TRADESPLUS) – Yes or no 
      • This can be used to filter your suppliers that are using TRADESPLUS. 
  • Click the ‘FILTER RESULTS’ button to search/filter 
  • Click the ‘CLEAR FILTERS’ button to clear the filter and search fields and display all suppliers 


Loading a new supplier 

  • Select ‘SUPPLIERS’ from the left-hand side menu 
  • Click the ‘NEW SUPPLIER’ button
    • Select the supplier type 
    • Company # (ABN) 
      • Click the pencil icon Pencil to edit this field
      • Enter the Unique company identification number 
    • Input the supplier’s details: business and trading names, address and contact details 
    • Head office 
      • If this new supplier is a branch or franchise, select the head office from the drop-down menu
      • Note: The head office supplier will need to be created first. 
      • Note: Rating is populated by feedback received on the supplier 
    • Bank ACC #  
      • Click the pencil icon Pencil to edit this field 
      • Input the bank details as follows: (BSB number) – (account number) 
    • Update any Association, Vendor or Tax numbers as required. 
    • Tax registered – this is defaulted to yes (ticked) 


  • Main contact details – click ‘SEND INVITATION EMAIL’ to send them an email to access the system otherwise you will need to input a password. You will be provided with two fields to input the password and then confirm the password entered. You will then need to provide the password to the supplier so that they can log into the system.
    • Note: Admin role allows the user to create and modify users for that supplier and modify supplier profile. 
  • Note: Supplier access to the system allows them to accept and decline job requests and update the job. 
  • Logo – hover over the camera image and click the up-arrow icon to upload the company logo 
  • Tenants and insurers: 
    • Select which tenant and insurer this supplier works with 


  • Supplier services: 
    • Select what services this supplier provides 
  • Emergency services (optional): 
    • If the supplier provides emergency services/make safe services, select the services from this section that they provide 
  • Service regions: 
    • Select the locations which they service, it will auto-populate the postcodes 
    • Note: Supplier will only appear for jobs in the service regions selected 

  • Probity details (optional): 
    • Questions that can be asked to assist with assessing the probity of the supplier 
  • Work management (optional): 
    • Questions that can be asked to understand their current work management practices 
  • Approval status: 
    • Draft → pending → approved or declined 
  • Compliant: 
    • Pending → yes or no 
    • Note: Suppliers are only available for supplier allocation when approval status = approved and compliant = yes 
  • Click ‘SAVE’ to create the supplier or click ‘CANCEL’ to cancel creating this supplier. 
  • Click ‘ADD NOTE’ to add further details visible during supplier allocation. 


Update the supplier

  • Click ‘SUPPLIERS’ from the left-hand side menu
  • Click the ‘FILTER’ button
    • Ability to filter by name, email, phone number, type, status, address, compliance and registered for TP
  • Click the blue arrow icon  to view the supplier’s address and summary of their job history
  • Click the document icon  to add or update a note about the supplier, this note is visible during supplier allocation.

  • Click the pencil icon Pencil to edit the supplier 
    • Edit supplier  
      • Ability to modify the supplier fields 
      • You are also able to change the approval status and compliance status 
      • Click ‘SAVE’ to save changes or ‘CANCEL’ to cancel the changes 
      • Click ‘ADD NOTE’ to add a note about the supplier 


  • Click the pencil icon Pencil to edit the supplier 
    • INSURANCE CERTS 
      • Click the ‘NEW CERTIFICATE’ button 
        • A pop-up window will display 
        • INSURER – Free text box to input the insurer’s name 
        • POLICY TYPE – Free text box to provide the policy type i.e. public liability 
        • POLICY NUMBER – Free text box allowing you to insert the policy number 
        • START DATE – Calendar field for you to select the start date of the policy coverage 
        • EXPIRATION DATE – Calendar field for you to input the last day of coverage by this policy 
        • CERTIFICATE – Click upload and use the file selector to upload the certificate to CLP against the supplier. The certificate must be a PDF or image file. 
        • Click the ‘CREATE’ button 
      • Note: Currently only internal administrators of ClaimLogik Plus receive notifications when the supplier’s insurance is about to expire. A future enhancement is the supplier contact receiving that notification is in the development pipeline, with the ability to choose how far out from the expiry date they would like to be notified. 


  • Click the pencil icon Pencilto edit the supplier
    • LICENSE CERTS
      • Click the ‘NEW CERTIFICATE’ button
      • A pop-up window will display
      • LICENSE TYPE – Free text box to provide the license type
      • LICENSE NUMBER – Free text box allowing you to insert the license number
      • START DATE – Calendar field for you to select the start date of the license coverage
      • EXPIRATION DATE – Calendar field for you to input the last day of coverage by this license
      • CERTIFICATE – Click upload and use the file selector to upload the certificate to CLP against the supplier. The certificate must be a PDF or image file.
      • Click the ‘CREATE’ button
      • Note: Currently only Internal Administrators of ClaimLogik Plus receive notifications when the supplier’s license is about to expire. A future enhancement of the supplier contact getting that notification is in the works, with the ability to choose how far out from the expiry date they would like to be notified.

  • Click the pencil icon Pencilto edit the supplier
    • NOTES – Ability to add notes to the supplier, which will display when selecting the supplier in supplier allocation
    • AGREEMENTS
      • Click the ‘NEW AGREEMENT’ button
      • A pop-up window will display
      • SIGNED – Yes or no drop-down field
      • SIGNED DATE – Calendar field to select the date the agreement was signed
      • SIGNED BY – Free text box allowing you to enter the name of the person that signed the agreement.
      • Click ‘SAVE’ to save changes or ‘CANCEL’ to cancel the changes

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