Supplier Compliance

Confirm supplier compliance before allocating maintenance work

Compliance checks often slow down maintenance allocation. You need fast, clear proof that a supplier meets legal and safety requirements for the work. Use Supplier Compliance to set standards, link them to maintenance types, and view a supplier’s status when you assign a work order.

Availability: Supplier Compliance is available on Core and Pro packages. To upgrade your plan, contact your Account Manager or submit a contact request.

Understand how supplier compliance supports safe allocation

Supplier Compliance lets you define the compliance your business expects, connect those requirements to maintenance types, and record status against each supplier. You then see compliance status during assignment so you can make informed decisions quickly.

Set up compliance types to capture required certifications

The main challenge is knowing what compliance you expect from suppliers before any work starts. Create Supplier Compliance Types to spell out those expectations, then apply them consistently.

Create supplier compliance types

1. Open Settings and select Compliance Types.
2. Select Create.
3. Enter the Name for the new compliance type.
4. Set the compliance type to apply to Suppliers.
5. Select Create to save the compliance type.

Tip: Use clear names that match your risk and safety policies so your team picks the right compliance type every time.

Link maintenance types to required compliances

The challenge is ensuring every maintenance type prompts the right compliance checks. Use Maintenance Certifications to map each maintenance type to the Supplier Compliance Types it requires.

Configure maintenance certifications

1. Open Settings and select Maintenance Certifications.
2. Select all Maintenance Types that require specific compliance.
3. Select the related Supplier Compliance Types for those maintenance types.
4. Select Create to apply the mapping.

Result: When you assign a supplier to a task with one of these maintenance types, you will see whether the supplier meets the linked compliance.

Create supplier compliance records to track status

The challenge is tracking if each supplier is compliant and who is accountable for follow-up. Create a Supplier Compliance record for each supplier in the Compliance Hub to record status, tasks, and documents.

Add a supplier compliance record

1. Open the Compliance Hub and select Supplier Compliance.
2. Select Add Compliance and choose Create Supplier Compliance.
3. Select a template if you want to prefill standard fields.
4. Enter the required details:
   • Contact — the supplier contact, which defaults to creditor contacts.
   • Compliance Type — the type created earlier.
   • Title — a clear name for this compliance record.
   • Assigned to — the person responsible for monitoring this compliance.
   • Task or Document — the action or file required to mark the supplier as compliant.
5. Select Save to create the supplier compliance record.

Note: Use tasks and documents to make the compliance outcome clear and auditable.

Assign suppliers to maintenance tasks with compliance visibility

The challenge is choosing the right supplier without digging through records. When you assign a supplier to a maintenance task, the system shows the supplier’s compliance status for that maintenance type so you can decide quickly.

Check compliance while assigning a supplier

1. Open an existing maintenance task or create a new task.
2. Select the supplier or creditor contact you want to assign to the task.
3. Review the displayed compliance status for the selected maintenance type.
4. Confirm the assignment based on the supplier’s compliance information.

Important: The system does not filter out suppliers based on compliance. It shows each supplier’s compliance so you make the final allocation decision with full visibility.

Regional Terminology Note: We use Asia-Pacific/European terminology for consistency. In some regions, a Work Order appears as a Purchase Order. If you work in North America, read Work Order as Purchase Order. For more detail on regional terms, see our Regional Terminology Guide.