Supplier Onboarding

Source file: 2026-06-13-user-manual-supplier-onboarding.html

User Manual

Field	Value
Document Type	User Manual
Portal	GRINEA – Internal Operations Portal
Module	Supplier Onboarding
Version Number	1.0
Document Date	June 13, 2026
Prepared by	Christian Canlubo

Version History

Version Number	Version Details	Author	Date Published
1.0	Initial Version	Christian Canlubo	June 13, 2026

1.0 Introduction

1.1 Purpose of the Document

This manual documents the operating procedures, field definitions, access rules, and system behaviors of the Supplier Onboarding: Supplier Onboarding Workflow module in the GRINEA Internal Operations Portal. It is the primary reference for anyone responsible for reviewing, processing, and managing supplier onboarding on the platform.

The Supplier Onboarding module is the operational hub for supplier onboarding within the platform. It allows authorized Frontoffice Users (Buyers) to review supplier Company Profiles, download and upload compliance documents, send feedback to suppliers, and manage onboarding status transitions including Impuls ERP Kontrahent creation. Supplier Users complete their Company Profile in the Supplier Portal. All profile changes, status transitions, document uploads, and feedback submissions are recorded permanently in the Profile History audit log.

This manual enables authorized users to perform all supplier onboarding tasks independently, including reviewing supplier profiles, managing documents, sending feedback, and processing status transitions through to Onboarded. It covers the complete workflow from initial Supplier User account activation through final onboarding. This document complements, but does not replace, organizational policies and procedures. Users experiencing platform issues should contact the system administrator.

1.2 Scope of the Document

This document covers the Supplier Onboarding: Supplier Onboarding Workflow module located in the Supplier Management section of the GRINEA Internal Operations Portal. Specifically, this document covers:

• Completing the supplier Company Profile in the Supplier Portal
• Reviewing, downloading, and uploading documents as a Buyer
• Sending feedback to a supplier via the Send Feedback function
• Managing supplier onboarding status transitions, including the Onboarded transition and Impuls ERP integration
• Viewing the Profile History audit log
• Error handling and common questions

The following areas are out of scope for this document:

• Supplier invitation setup
• The Supplier User Management tab (creating, updating, deleting, and resending invitations for Supplier Users) — covered in the Supplier User Management manual
• The Buyer Access / Login As Supplier feature — covered in the Supplier Management module manual
• RFQ workflows
• Backoffice administration
• Impuls ERP configuration

This document applies to the production environment of the GRINEA Internal Operations Portal. Screen layouts and field arrangements may change as the platform evolves; core procedures documented here reflect confirmed system behavior as of the document date.

1.3 Intended Audience

Frontoffice User (Buyer)

Reviews supplier profiles, downloads and uploads documents, sends feedback, and manages onboarding status. Access requires Supplier Management permissions assigned to the user's role.

Supplier User

Completes the Company Profile in the Supplier Portal by filling in business information and uploading compliance documents. Profile editing is only available when the profile status is Registered. Supplier Users whose profile is set to Closed cannot log in.

Other Roles

Refer to the User Role-Based Access Control Management manual for the full list of Supplier Management permission categories and how to assign them.

2.0 Module Overview

2.1 Description

The Supplier Onboarding module is accessible via the Supplier Management section of the left navigation in the Internal Portal. Supplier Users access their side of the workflow via the Company Profile page in the Supplier Portal.

Suppliers enter the workflow when a Buyer invites them through a published RFQ. The supplier receives an invitation link valid for 24 hours to activate their account. Every status change, document upload, feedback submission, and profile update creates a permanent entry in the Profile History log.

The Supplier List page is the landing view when the Buyer opens Supplier Management. It displays all supplier records with columns for Supplier ID, Supplier Name, Onboarding Date, and Status. The list is searchable by Supplier ID, Kontrahent ID, or Supplier Name. Clicking a record opens the Supplier Profile page, which contains five tabs: Supplier Details (default), Supplier User Management, Order History, Items Offered, and Profile History. This manual covers the Supplier Details and Profile History tabs.

2.2 Key Features and Functionalities

2.2.1 Supplier Profile Completion

The Supplier User completes the Company Profile after activating their account. Profile editing is only available in Registered status; once the Buyer moves the profile to Under Review or beyond, the Update button is disabled. A reminder email is sent 72 hours after the Supplier User's first login if the profile status is still Registered at that point.

[Screenshot: Supplier Portal — Company Profile Page]

2.2.2 Viewing the Supplier Profile

Open Supplier Management from the left navigation. Use the search bar to find the supplier by Supplier ID, Kontrahent ID, or Supplier Name (case-insensitive, partial match), then click the record to open their Supplier Profile page.

The Supplier Details tab shows Business Information (Supplier ID, company name, NIP, REGON, KRS, website, address, company type, Invitation Date, Onboarding Date, Kontrahent ID, Status, Default Language, Bank Account Number, and contacts), the Documents section, the Status dropdown, and action buttons (Upload, Send Feedback, Save). The Send Feedback button is visible only when the profile status is Under Review. The Profile History tab provides the full audit log.

[Screenshot: Internal Portal — Supplier Profile Page (Supplier Details Tab)]

2.2.3 Downloading Supplier Documents

The Documents section on the Supplier Profile page lists each uploaded file with its name and document type. Click the download icon on a document row to save the file to your local device. There is no bulk download option; each file must be downloaded individually.

2.2.4 Uploading Documents as a Buyer

On the Supplier Profile page, click Upload in the Documents section. Select files via the file browser or drag and drop. Each file must not exceed 60 MB; duplicate filenames are rejected. Click Save Documents to commit. Uploaded documents appear in the Documents section and a Profile History entry is created.

[Screenshot: Buyer Document Upload — Documents Section on Supplier Profile]

2.2.5 Returning Profile with Feedback

Available only when the supplier profile status is Under Review. Sending feedback does not change the status.

[Screenshot: Send Feedback Modal — Available in Under Review Status Only]

2.2.6 Updating Supplier Onboarding Status and Kontrahent Creation

[Screenshot: Supplier Profile — Status Dropdown and Save]

2.2.7 Viewing Profile History

The Profile History tab is accessible to Buyers with Supplier Management view access. It shows a chronological, read-only audit log grouped by date, ordered newest-first, and lazy-loaded as the user scrolls. Click the Profile History tab on the Supplier Profile page to open it.

Each entry shows: a date header with an activity count, the time of the action, the user's name and photo (default avatar if none is set), the user's position, an action description, any Buyer comments, and the resulting status. Onboarded transition entries include the Kontrahent ID and Onboarding Date. Business Information edits show the previous and updated value for each changed field.

Event types logged: first login, business information updated (with previous and new values per field, including Bank Account Number changes), document uploaded (file name and type), materials or services added, materials or services offering toggled (by Supplier User or Buyer), feedback sent (including comment text), status changed, Supplier User invited, Kontrahent created (including Kontrahent ID and Onboarding Date).

[Screenshot: Profile History Tab — Chronological Audit Log]

2.3 Status Lifecycle

The platform tracks five onboarding states. All transitions follow the permitted transition matrix.

#	Status	Description
1	REGISTERED	Account created; Supplier User can log in and complete their Company Profile. Stays here until the Buyer changes the status. A reminder email is sent 72 hours after first login if the profile status is still Registered at that point.
2	UNDER REVIEW	Buyer has set the profile for internal review. Supplier User cannot edit business information. Send Feedback is available to the Buyer only in this status.
3	ONBOARDED	Onboarding complete. A Kontrahent record is created in Impuls ERP and the Kontrahent ID and Onboarding Date are recorded on the profile. Supplier is eligible for RFQ invitations.
4	ON PROBATION	Performance issue flagged. Supplier excluded from new RFQs but cannot be added to new ones. Supplier Users can still log in and continue work on active RFQs. On Probation is internal — the Supplier User sees "Onboarded" on their Company Profile.
5	CLOSED	Account terminated; profile is read-only and no further activity is permitted. Supplier Users cannot log in. Supplier User sees "Onboarded" on their Company Profile. Cannot be set while active quotations or RFQ participation exist.

3.0 Error Handling and Troubleshooting

Persistent issues that cannot be resolved by the steps below should be escalated to the system administrator.

Scenario	Possible Cause	Resolution
Send Feedback Submit button is blocked	The feedback comment field is empty.	Enter the feedback text and click Submit.
Document upload rejected — file size error	The file exceeds the 60 MB per-file limit. Applies to uploads by both Supplier Users and Buyers.	Reduce the file to below 60 MB, split it, or contact the system administrator.
NIP field shows a validation error on save	The NIP entered does not pass the Polish checksum validation.	Verify the NIP is the correct 10-digit number, correct any errors, and save again. If the error persists, contact the system administrator.
Supplier User cannot log in using their invitation link	The invitation link has expired. Links are valid for 24 hours from issue.	A Buyer must navigate to the Supplier User Management tab on the Supplier Profile page and click Resend Invitation Link on the relevant supplier user row.
Kontrahent ID is not populated after setting status to Onboarded	The Impuls integration failed; the platform retries up to 5 times and escalates to the support team if all attempts fail.	Wait briefly — the retry may resolve it. If the Kontrahent ID is still missing, contact the system administrator.

4.0 Frequently Asked Questions

Question	Answer
Does the supplier status advance automatically?	No. All status changes require an explicit Buyer action — select the status from the dropdown and click Save. No Supplier User action triggers a transition.
What happens in Impuls ERP when the Buyer sets the status to Onboarded?	The platform creates a Kontrahent record in Impuls ERP, stores the Kontrahent ID in Business Information, and records the Onboarding Date. No Kontrahent record is created when transitioning from On Probation.
What does On Probation mean for RFQ participation?	The supplier cannot be added to new RFQs but can continue active ones. Supplier Users can still log in. On Probation is internal — the Supplier User sees "Onboarded" on their Company Profile.
Where does the Supplier User see the feedback the Buyer sent?	A "View Feedback" banner appears on the Supplier User's Company Profile page. Clicking it opens the Buyer's message. The banner disappears once viewed.

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