Qualify a supplier or contractor

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Supplier management extends your vendor directory into one master record for every external party you pay — maintenance vendors, parts and capital suppliers, construction contractors, property services, recyclers, charities you donate assets to, and professional services. It adds the checks a finance or procurement team needs before money moves.

Set each record’s Kind so the right checks and the right pickers apply.

Qualify a supplier

Qualification is a checklist Belrald Assets enforces — you cannot mark a supplier qualified until each prerequisite is met.

1. Open the supplier and go to the KYC & documents tab.
2. Enter the Tax ID, Registration number and Tax residency.
3. Attach the KYC documents — certificate of incorporation, tax clearance, directors’ ID and beneficial-owner evidence.
4. Select Verify KYC.
5. Record the supplier’s insurance on the Insurance & payment tab, and the executed master service agreement.
6. Select Qualify supplier and check the prerequisites, each shown as Met or Not met:
   • KYC verified
   • Active insurance evidence
   • Executed master service agreement
   • Approved security assessment, for suppliers who touch your data
7. Select Qualify.

The supplier moves to Qualified, and from there you can make them Active.

Screen a supplier that touches your data

1. Send questionnaire to the supplier.
2. Record responses when they come back.
3. Approve for data access if the answers are acceptable.

Afterwards, use Record review to log each periodic security review — its scope, overall rating, findings, and when the next one is due.

Caution

A review rated Critical suspends the supplier immediately and raises a non-conformance. Nobody can assign them work until the finding is closed out.

Track safety inductions

For contractors working on your sites, select Add induction and record the site, the induction kind and its dates. An expired induction blocks the contractor from being authorised on a permit to work.

Handle card-data suppliers

If a supplier processes card data, use the PCI-DSS tab: Seed default matrix, then Add AOC for each attestation of compliance. A card-data supplier cannot be made active without a current, compliant attestation.

Banking details

Banking sits behind its own permission and is hidden from everyone else. Values are masked to the last four digits in audit records, so only people who explicitly need payment details can see them.

Mark preferred suppliers

Select Add preference to mark a supplier as preferred for an asset category or part category.

Note

Preferred status only re-orders the suggestions you see. It never hides other qualified suppliers, so you can always choose someone else.