Supplier register

Every company that bids on one of your procurements becomes a supplier record. The register lives under Tools → Suppliers in the top bar and is shared by the whole organization, so a bidder that appears in five procurements is one supplier with five bids, not five separate names.

How suppliers get there

• Automatically from bids. When you add a bid, the vendor name is matched against the register. An existing supplier is linked; a new name creates a new supplier. The bid form offers a supplier picker, so you can choose an existing record instead of retyping the name.
• By hand. New supplier creates a record before any bid exists, for example while you are still collecting offers.
• From a CSV file. Import CSV adds the suppliers in a file. See Importing and exporting.

Existing bids were linked to suppliers when the register was introduced, so nothing needed re-entering.

Every member of your organization can view and edit supplier records.

The register

The list shows each supplier's name, registration number, status, owner, how many procurements it has bid on, and its last activity. Search by name or registration number, and filter by status: All, Not reviewed, Approved, Approved with conditions, Blocked or Inactive. Each filter shows how many suppliers it holds.

Open a supplier to see:

• Details — registration number, country, owner, categories, email, and notes. Edit changes these and the status.
• Contacts, Documents and certificates, Contracts, and Performance — see Managing a supplier.
• Register watch — see Register watch.
• Bids — every bid this supplier has made, with the procurement and the outcome of its latest completed analysis.
• Screening from past analyses — see below.

Linking to the business register

Enter a registration number and click Look up. When the number resolves in the business register, the supplier is linked to that entity and View register entry opens its full record. The link is what makes the screening history possible.

Status, owner and categories

Set these with Edit on the supplier page.

• Status — where you stand with the supplier: Not reviewed (the default for a new supplier), Approved, Approved with conditions, Blocked, or Inactive. The status is a label for your team; it does not stop the supplier from bidding. Inactive suppliers get no document or contract reminders.
• Owner — a member of your organization who gets the email reminders about this supplier's documents, contracts and register changes. A supplier without an owner gets no reminders.
• Categories — the CPV codes for what you buy from this supplier. Click Choose CPV codes to pick them.

Managing a supplier

The supplier page keeps what you know about a supplier between tenders.

• Contacts — the people you deal with: name, role, email and phone. Add contact creates one; contacts can be edited and removed.
• Documents and certificates — certificates, licences and other documents you keep for the supplier. Add document takes a title, an optional file, and a Valid until date. Leave the date empty if the document does not expire. Each document shows whether it is valid, expires within 30 days, or has expired.
• Contracts — Add contract takes a title, start and end date, a notice period in days, and notes. The renewal decision is due on the end date less the notice period, and the contract shows Decide on renewal by that date. Contracts can be edited and removed.
• Performance — Rate supplier scores Quality, Timeliness and Communication from 1 to 5, with an optional comment and, optionally, a procurement the supplier bid on. The panel shows the overall rating and the average for each score. Ratings are visible to everyone in your organization, and only the person who wrote a rating can remove it.

Email reminders

The supplier's owner gets an email:

• 30 and 7 days before a document expires, asking for a renewed document.
• 90 and 30 days before a contract's renewal decision is due, with the supplier's status, rating and register flags, so you can decide whether to renew or run a new procurement.
• When the nightly register check turns bad for the supplier. See Register watch.

Reminders go out once a day in the morning (Riga time). Suppliers without an owner get none, and inactive suppliers get no document or contract reminders.

Register watch

A supplier linked to the Latvian business register is re-checked every night against the Latvian registers: company status, sanctions, insolvency, suspended activity, and VAT payer status. The Register watch panel shows each check, its status, since when it has had that status, and the date the register data was current.

When a check turns bad, the owner gets an email. Check now runs the same check immediately, without an email. A supplier without a Latvian registration number is not watched.

Importing and exporting

Export CSV downloads the list as it is filtered, with the columns name, registration_number, country_code, email, status, owner_email, cpv_codes and notes.

Import CSV reads a file in the same columns. Only name is required.

• Suppliers already in the list, matched by name or registration number, are left as they are, so importing the same file twice changes nothing.
• status must be one of unreviewed, approved, conditional, blocked or inactive. owner_email must belong to a member of your organization. Separate CPV codes with spaces.
• Comma- and semicolon-separated files both work. The file must be UTF-8 (in Excel, save as "CSV UTF-8"), up to 2 MB and 2,000 rows.

After the import you see how many suppliers were added, how many were already in the list, and which rows were not imported and why.

Managing suppliers with the AI Assistant

The AI Assistant can manage supplier records for you. Ask it to find or open a supplier, create or update one, set its status, owner or CPV categories, add, edit or remove contacts, documents, contracts and ratings, re-run the register check, or merge duplicates. For example: "Add a contract with Acme for office cleaning ending 31 December 2027 with 60 days notice."

Through the Assistant, a document gets a title and an expiry date; attach the file on the supplier page. A rating is saved under your name, with the scores you give.

Screening from past analyses

When a linked supplier's bids have been analysed, the register checks that ran during those analyses are listed on the supplier page: the check, its status, the source register, the date the data was current, and the procurement it was run for.

Only checks that screened this supplier's own registration number are shown. A row whose displayed name differs from the supplier's is still this legal entity's data; the name is what the analysis matched, and the registration number and match method stay visible so you can tell.

Merging duplicates

The same company sometimes arrives under two spellings. Open the record you want to keep, choose Merge a supplier into this one, and pick the duplicate. Its bids, contacts, documents, contracts and ratings move to the kept supplier and the duplicate is removed; the names on the bids themselves are left as they were.

A merge is refused while both suppliers have a bid on the same procurement, because one supplier cannot hold two bids in one procurement. Remove one of those bids first.

Removing a supplier

A supplier with bids cannot be removed. Unlink or merge the bids first, then remove the record.