Define approved suppliers

You can create an approved supplier record to define a vendor and item requirement. Additionally, you can define an order address for the vendor and an item variant for the item to specify specific requirements. When creating purchase documents, the system implements the defined requirements, ensuring that purchases are made from approved suppliers.

The following procedure outlines how to define vendors as an approved supplier.

1. Select the Search icon , enter Approved Supplier List, and then choose the related link.
   The Approved Supplier List page opens.

2. On the action bar, select New to create an approved supplier record.

3. Enter the required information in the following fields:

   Field	Description
   Vendor No.	Select a vendor that you want to define as an approved supplier.
   Item No.	Select an item that the approved supplier can purchase.
   Order Address Code	Select an order address to define a specific order address requirement. If left blank, the system considers all order addresses associated with the vendor.
   Variant Code	Select the item variant. If left blank, the system considers all variants associated with the item.
   Description	Specifies the description of the selected item.
   Status	Select the status of the approved supplier record. New: The record is newly created. This is the default value. Under Development: The record is under development, and changes can be made. Certified: The record is certified and can be implemented by the system. Closed: The record is closed and no longer in use and changes can still be made. The system implements the requirement specified on an approved supplier record only when the Status field is set to Certified. You cannot make changes to other fields when the record is certified. To modify the record, change the Status field to Under Development or New, but this may affect linked purchase documents.
   Validity End Date	Select the date used to validate the approved supplier record with the Order Date or Posting Date field values, when the purchase order or receipt is being posted. The system throws an error or warning message when the Validity End Date field value exceeds the Order Date or Posting Date field value based on the value selected in the Validity Check field.
   Validity Check	Select how the system must implement the requirement defined in this approved supplier record when the Validity End Date field value exceeds the Order Date or Posting Date field value. The available options are: Blank: The system does not implement the requirement defined in this approved supplier record. Error: The system displays an error message if the item defined in this approved supplier record is selected in the purchase document, preventing you from purchasing the item. Warning: The system displays a warning message if the item defined in this approved supplier record is selected in the purchase document, allowing you to proceed with the purchase if required.

   The approved supplier record is set up.