New registrations

Suppliers → New registrations is where you review the sign-ups arriving through the supplier portal. With manual approval, each registration waits for your decision; with auto-approval, sign-ups become suppliers on their own and stay visible here in case you want to look at them. Each registration has a file with everything the supplier declared and three possible decisions: request changes, reject or approve. Buyers and organization administrators decide; other roles can only view.

The bubble and notifications

The red bubble on New registrations in the menu counts the sign-ups waiting for a purchasing decision: new ones, those the supplier resubmitted after a change request, and those with a possible duplicate. It does not count registrations with an open change request (they are waiting for the supplier) nor auto-approved ones. When a new registration arrives you get a notification that opens its file directly. My suppliers no longer has a registrations tab: this screen is the only entry point.

The list

At the top, indicators that work as filters: New (nobody reviewed them), Resubmitted (the supplier fixed what you asked), Changes requested (waiting for the supplier), Duplicate or claim, Mine and Auto-approved. Each row shows the company, the review status, the checks (Details, Contacts, Categories, Documents: green with no remarks, amber with remarks, red with blockers; hover to see the detail), duplicate or profile-claim signals, who is reviewing and the latest activity, with a notice if the supplier wrote something nobody read. Show approved and rejected also lists closed ones.

If your organization auto-approves, sign-ups that came in on their own are listed as Auto-approved · unreviewed (or · reviewed): those from the last 30 days in the regular view and all of them with Show approved and rejected. The Auto-approved indicator counts the ones nobody has marked as reviewed.

The file

• Summary: the checks with their remarks and what Approve will do (create a new profile, or link the account to a profile you already have).
• Company, Contacts and Categories and coverage: what was declared, with remarks highlighted (for example, no sales contact or an invalid email).
• Documents: what sign-up requires and the uploaded files. Each file can be approved or rejected with a reason. You do not need to review them all: when you approve the registration, files nobody reviewed are approved along with it; rejected ones do not move to the supplier's documentation.
• Duplicates (when flagged): the existing profile next to what was declared, field by field, with what will happen on approval (kept, filled in, profile value kept). If the supplier is already in your catalog with the same tax ID or email, approval is blocked: reject the registration and the supplier keeps their profile.
• History: everything that happened with the registration, who did it and when: submission, who took it, change requests, replies, resubmissions with the fields that changed, document reviews and the final decision.

On the right, the conversation with the supplier (what you write reaches them by email) and the internal notes, visible only to your organization.

Documents once approved

In an open registration, the Documents once approved block previews how the supplier's documentation will look under Documentation: what goes to Documentation (approved and unreviewed files, marked approved along with the sign-up, and accepted texts), what will stay pending (required types the sign-up does not cover, for example because they are not requested at sign-up, and rejected files) and the expirations of what moves. If the sign-up joins a profile you already have, it says so. Once the registration is decided, the block is replaced by a link to the supplier's documentation.

Auto-approved sign-ups

A sign-up that came in through auto-approval is already a supplier: there is nothing to decide. If you want to record that you looked at it, click Mark as reviewed. It is optional and reversible (Mark as unreviewed), it is logged in the History and it blocks nothing. Its files are shown in the file as read-only, with their status in the supplier's documentation: they are reviewed under Documentation.

Taking the review

Take review assigns the registration to you so another buyer does not review it in parallel. It is informative: if someone else took it you see it in the list; an administrator can reassign it.

Requesting changes

When something is wrong or missing (the tax ID does not match, there is no sales contact, a document is unreadable), write what has to be fixed and send the request. The supplier gets it by email with a button to go back to their registration, fix it and resubmit; meanwhile the registration shows Changes requested. When they resubmit it returns to the list as Resubmitted with a notice to reviewers, and the history shows what changed. You can request changes as many times as needed.

Approving or rejecting

Approve creates the profile in My suppliers (or links it to the existing one if they claimed a profile or match by tax ID or email), moves contacts and categories, moves the documents to the supplier's documentation and sends the supplier a welcome email with portal access. Files nobody reviewed are approved along with the sign-up: the approve dialog lists them before you confirm and the History records which ones they were. If there are pending blockers (for example, a required registration document is missing) it warns you and only lets you approve if you confirm approve anyway, on my responsibility; that decision stays in the history with what was missing. Reject is final and requires a reason, which the supplier receives by email.