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Supplier Management
What is Supplier Management?
Supplier Management is the central hub for maintaining your vendor database in Tawridy. It lets you register, categorize, evaluate, and approve suppliers through a structured Approved Vendor List (AVL) workflow. Every supplier record captures critical business details -- trade license, TRN, product categories, and compliance documents -- so your procurement team can confidently source from vetted partners across the GCC region. The module also continuously scores supplier performance, giving you data-driven insight into who delivers on time, quotes competitively, and maintains quality standards.
How It Connects
| Direction | Connected Module | Relationship |
|---|---|---|
| Out --> | RFQs | Suppliers are invited to bid on RFQs |
| Out --> | Quotes | Supplier responses are recorded as quotes |
| Out --> | Purchase Orders | Approved suppliers receive POs |
| In <-- | Compliance | Supplier documents are verified for compliance |
| In <-- | GRN / Delivery | Delivery performance feeds back into scoring |
| Both | Projects | Suppliers are linked to project-specific procurement |
Step-by-Step Guide
- Navigate to Procurement > Suppliers from the sidebar.
- Click "Add Supplier" to open the registration form.
- Fill in company details -- company name (EN/AR), trade license number, TRN (Tax Registration Number), contact person, email, phone, and address.
- Assign categories -- select one or more from: Construction, Electrical, MEP, IT, General, or create custom categories.
- Upload documents -- trade license copy, TRN certificate, insurance certificates, bank details letter.
- Submit for AVL approval -- the supplier enters the AVL workflow (Pending Review --> Under Evaluation --> Approved / Rejected).
- AVL reviewer evaluates the supplier based on documentation completeness, financial standing, and references.
- Once approved, the supplier becomes available for RFQ invitations and PO issuance.
- Monitor performance over time via the supplier scorecard on their profile page.
Key Fields Explained
| Field | Description |
|---|---|
trade_license_number | The supplier's official trade license issued by the relevant GCC authority. Required for AVL approval. |
TRN | Tax Registration Number for VAT compliance. Mandatory for suppliers in UAE, KSA, Bahrain, and Oman. |
categories | Product/service categories the supplier operates in (e.g., Construction, Electrical, MEP, IT, General). Used for smart matching during RFQ supplier selection. |
avl_status | Current AVL approval status: Pending, Under Evaluation, Approved, Rejected, or Suspended. Only approved suppliers can receive POs. |
performance_score | Composite score (0-100) calculated from four weighted factors (see below). |
contact_email | Primary email used for RFQ distribution and PO dispatch. |
expiry_date | Trade license expiry date. The system sends renewal reminders 30/60/90 days before expiry. |
Performance Scoring Breakdown
| Factor | Weight | What It Measures |
|---|---|---|
| Response Rate | 25% | Percentage of RFQs the supplier responded to vs. total invitations |
| Pricing Competitiveness | 25% | How often the supplier's pricing ranks in the top 3 among bidders |
| Delivery Reliability | 30% | On-time delivery percentage based on GRN dates vs. PO promised dates |
| Quality | 20% | Quality inspection pass rate and return/rejection frequency |
Tips & Best Practices
TIP
Use the bulk import feature (Excel/CSV) to onboard large supplier databases quickly. Download the template from Suppliers > Import, fill in the required columns, and upload. The system validates duplicates by trade license number.
TIP
Set up automatic AVL re-evaluation annually. Suppliers whose trade licenses expire or whose performance score drops below 40 are automatically flagged for review.
WARNING
Never issue a Purchase Order to a supplier whose AVL status is not Approved. The system will block this by default, but manual overrides by admins are logged for audit purposes.
TIP
Encourage suppliers to register themselves via the Supplier Portal. They can fill in their own details, upload documents, and track their AVL status -- reducing your team's data-entry workload.
FAQ
Q: Can a supplier belong to multiple categories? A: Yes. A supplier can be tagged with as many categories as applicable. This ensures they appear in supplier suggestions for any relevant RFQ.
Q: What happens when a supplier's trade license expires? A: The system changes their AVL status to Suspended and sends email notifications to both the supplier and your procurement team. The supplier cannot receive new RFQs or POs until their documents are renewed.
Q: How is the performance score calculated? A: The score is a weighted average of four factors: response rate (25%), pricing competitiveness (25%), delivery reliability (30%), and quality (20%). Scores update automatically after each completed PO cycle.
Q: Can I export my supplier list? A: Yes. Go to Suppliers > Export and choose CSV or Excel format. You can filter by category, AVL status, or performance score range before exporting.
Q: How do I blacklist a supplier? A: Change their AVL status to Rejected and add a reason. Rejected suppliers are hidden from RFQ supplier selection by default but remain in the database for historical records.