It is possible to have audits sent automatically in order to easily request expired documents from your vendors. We check whether checklist items have expired based on the end date for the checklist item (Vendors > Suppliers > Documents > Checklist items)
Based on the set settings, audits are automatically created and sent to the vendor. When they resubmit the audit, it will appear in the 'Back from vendor' status in Vendor Rating > Audits. Here you need to check the audits and approve or reject them through a workflow.
Automatic audits work on the basis of category and checklist item. For each category and checklist item, you determine when the audits must be sent out and to which contact person.
Set up automatic audits
- Click on 'Add' to set up a new rule. A list of settings appears, all settings except the description must be entered.
Setting Explanation Name
The name of the automatic audit rule. This is for internal use only.
The description of the automatic audit rule. This is for internal use only.
De categorieën waar deze automatische audit regel voor moet gelden. Alle leveranciers die aan deze categorie zijn gekoppeld ontvangen de automatische audit.
The checklist items you want to request in the automatic audit.
The audit workflow to be linked to the automatic audits.
Specify the frequency of the automatic audits. At this time, the automatic audits are created and sent. We check the rule at that moment which checklist items have expired or are about to expire (see Expiring items) yesterday.
The margin for expired checklist items. If you set 2 weeks here, all checklist items that expire within 2 weeks at the time of the automatic audits will be requested from the supplier.
Default contact type
De audit wordt verstuurd naar een contactpersoon van de leverancier met dit contact type.
The invitation email that will be sent to the supplier. Here you choose an email template that is set up in Admin > Vendor Rating settings > Audit default settings > Audit email settings.
The signal user of the audit. This is an internal user who receives notifications when a supplier has submitted the audit.
This determines whether this automatic audit rule is active. Only if this is checked the automatic audits are created.
You can set a specific date here for the next time the automatic audits are created. You can make the next moment of sending specific here.
- Click on 'Add' to register the rule.