This section is the Supplier Master File List. It contains the list of Supplier records.

Overview:

Supplier Master File allows registration of suppliers for use within system modules. Registration follows standard supplier naming convention according to user's agreement. Each successful registration adds to the number of suppliers in the list provided a system supplier code to distinguish one supplier from another.

Definition of Terms:

Supplier Master File/List - database of company suppliers

Supplier - accredited foreign or local supplier of company item/materials

Supplier Profile - consists pertinent information about the registered supplier; see Supplier Master File Profile

User Involve

Supply Chain (for foreign suppliers) and Purchasing (for local suppliers) are responsible for maintaining a quality supplier master file; any memo for changes should be followed and applied by PM, Accounting officer, Warehouse Manager, Materials Manager to their corresponding records and scope of responsibility.

Related Forms

Supplier Maintenance Form - a documentation record to track supplier master file history

General Procedure/Instruction:

A. Registration of New Supplier

a.1. Identify and ensure the supplier/s to add in supplier master file (avoid duplication)

a.2. List the Supplier in MS Excel/Word Supplier Maintenance form and discuss with the group for approval

a.3. Fill-up system Supplier Master File Profile and save record (you now have an active new supplier)

a.4. Disseminate copy of approved Supplier Maintenance form to concerned department

• this copy can be used as future reference for backtracking
• this copy will be used for reference when new supplier is encountered
• other records should be updated at this point too

a.5. File copy of Supplier Maintenance form in Supplier Maintenance Folder

B. Modification of Supplier Record

b.1. Identify Supplier/s to modify in Supplier master file

b.2. List the supplier/s in MS Excel/Word Item Maintenance form and discuss with the group for approval

b.3. Modify affected item in system Supplier Master File Profile

b.4. Disseminate copy of approved Supplier Maintenance form to concerned departments

• affected records should be updated at this point

b.5. File copy of Supplier Maintenance form in Supplier Maintenance Folder

C. Deactivation of Item

c.1. Identify supplier/s to deactivate in supplier master file

c.2. List the supplier/s in MS Excel/Word Item Maintenance form and discuss with the group for approval

c.3. Deactivate affected supplier in system Supplier Master File Profile

c.4. Disseminate copy of approved Supplier Maintenance form to concerned departments * affected records should be updated at this point (removal from list if necessary)

c.5. File copy of Supplier Maintenance form in Supplier Maintenance Folder

D. Reactivation of Supplier

d.1. Identify supplier/s to re-activate in supplier master file

d.2. List the supplier/s in MS Excel/Word Item Maintenance form and discuss with the group for approval

d.3. Reactivate affected supplier in system Supplier Master File Profile

d.4. Disseminate copy of approved Supplier Maintenance form to concerned departments * affected records should be updated at this point (adding to list if necessary)

d.5. File copy of Supplier Maintenance form in Supplier Maintenance Folder

E. Creating Supplier Account (for Supplier Monitoring Module)

e.1. identify the supplier and their officer in charge of TDCI orders you want to maintain and have access to the module

e.2. discuss procedures and expectations

e.3. provide them with module link, username and password created from supplier masterfile

Notes:

For further instructions about filling up supplier record please see Supplier Master File Profile