Supplier Profile Management

Source file: 2026-06-09-user-manual-supplier-profile-management.html

User Manual

Field	Value
Document Type	User Manual
Portal	GRINEA – Internal Operations Portal
Module	Supplier Profile Management
Version Number	1.0
Document Date	June 9, 2026
Prepared by	Christian Canlubo

Version History

Version Number	Version Details	Author	Date Published
1.0	Initial Version	Christian Canlubo	June 9, 2026

1.0 Introduction

This section provides an overview of the purpose, scope, and intended audience of this document. Platform users are encouraged to review this document in full before proceeding to other manuals to ensure that they understand how this document applies to their roles and responsibilities within the organization and within the platform.

1.1 Purpose of the Document

This document serves as the official user manual for the Supplier Profile Management module of the GRINEA Internal Operations Portal. It provides guidance on viewing, editing, and managing supplier records, including Business Information, supplier user accounts, items offered, profile history, and order history, as accessible through the Frontoffice section of the portal and, where noted, through the Supplier Portal.

The Supplier Profile Management module is the central record for each supplier on the platform. A supplier profile is created during the onboarding invitation process and remains the authoritative source of supplier data throughout the supplier relationship lifecycle. The module supports two primary audiences: Frontoffice Buyers who manage supplier records and status, and Supplier Users who access their own company profile through the Supplier Portal.

This manual enables users to perform all supplier profile management tasks independently, including navigating the module, reading and editing supplier data, managing supplier user accounts, managing the catalog of items a supplier can supply, requesting and using access to a supplier's Supplier Portal account, and understanding the rules and constraints that govern each action.

This document complements but does not replace organizational policies governing supplier management and procurement processes. Users who encounter platform issues that cannot be resolved using the guidance in this document should contact the system administrator.

1.2 Scope of the Document

This document covers the Supplier Profile Management module as accessible in the Frontoffice section of the GRINEA Internal Operations Portal and, where explicitly noted, the equivalent Company Profile view in the Supplier Portal. It does not cover the supplier accreditation invitation flow, RFQ management, or document upload workflows. Specifically, this document covers the following areas:

• Navigating to the Supplier Management module and understanding access requirements
• Searching for supplier records by Supplier ID, Supplier Name, and Kontrahent ID
• Viewing Supplier Profile detail pages and understanding the available tabs
• Viewing Business Information for a supplier record in read-only mode
• Editing Business Information fields including Company Name, Tax Identification Number, Company Type, Bank Account Number, Default Language, Status, and other profile attributes
• Understanding field-level validation rules for Polish-format identifiers (NIP, REGON, KRS, PESEL)
• Understanding the Impuls ERP integration behavior triggered when Business Information is saved for Onboarded and On Probation suppliers
• Managing supplier status transitions and understanding the conditions and restrictions that apply to each transition
• Sending feedback to suppliers in Under Review status
• Viewing, creating, updating, and deleting supplier users on a supplier account
• Resending invitation links to supplier users with expired or pending invitations
• Understanding RFQ reassignment behavior triggered by supplier user deletion
• Viewing the Profile History audit trail and understanding logged event types
• Viewing the Order History tab and understanding the displayed fields
• Viewing and managing the Items Offered tab, including adding materials and services and managing each item's Offered status
• Requesting access to a supplier's Supplier Portal account and using the Log in as Supplier feature
• Troubleshooting common errors and understanding platform-enforced constraints

The following areas are out of scope for this document and are addressed in separate documentation:

• The supplier accreditation and onboarding invitation flow — covered in the Supplier Accreditation module manual
• Creating and managing RFQs, including RFQ assignment to supplier users — covered in the RFQ module manual
• Document management and file upload workflows on the Documents tab — covered in the Document Management module manual
• Backoffice RBAC configuration and permission assignment — covered in the Role-Based Access Control (RBAC) module manual
• Impuls ERP system administration and Kontrahent record management in Impuls directly — outside the scope of this portal's documentation
• Platform-wide user account administration including password resets and account deactivation — covered in the Platform Administration manual

1.3 Intended Audience

Buyer

Buyers are the primary users of this module. Access is controlled through the RBAC system, and what a Buyer can do within the module depends on the permissions assigned to their account. Buyers with view access can navigate the Supplier Management list, search for suppliers, open Supplier Profile detail pages, and view all available tabs and sections. Buyers with additional permissions can edit Business Information, manage supplier status, add or manage supplier users, manage the Items Offered catalog, and send feedback to suppliers. Specific permission requirements are noted throughout this document where they apply.

Supplier User

Supplier Users are external representatives of the supplier organization who access the platform through the Supplier Portal. Within the Supplier Portal, they can view their own Company Profile, view other supplier users on their account, and upload or download documents. Supplier Users can edit their Business Information only when the supplier profile status is Registered. For all other profile statuses, the Update button on the Supplier Portal Company Profile is disabled.

Other Roles

Access to the Supplier Profile Management module is governed by the RBAC system. While Buyers are the typical users of this module, the platform administrator can grant Supplier Management access to any role through RBAC. The same permission requirements apply regardless of the user's base role. Users without any Supplier Management access permission do not see the module in the navigation and receive an access-denied response if they attempt to access it directly by URL.

2.0 Module Overview

2.1 Description

The Supplier Profile Management module is accessed from the Supplier Management menu item in the Frontoffice navigation. It is the primary interface for viewing, editing, and maintaining supplier records on the platform.

2.2 Key Features and Functionalities

2.2.1 Supplier Management List (Landing Page)

The landing page is a paginated table of all supplier records, loading 100 at a time. Each row displays: Supplier ID, Supplier Name, Last Purchase Date, Accreditation Date, Status, and action buttons. A badge next to the Supplier ID indicates that the Buyer has been granted Supplier Portal access for that supplier. Click View to open the full Supplier Profile.

[Screenshot: Supplier Management List — Landing Page]

2.2.2 Searching for a Supplier

The search field supports partial, case-insensitive matching by Supplier ID, Kontrahent ID, or Supplier Name. Clearing the field restores the full list.

2.2.3 Viewing a Supplier Profile

Clicking the View action button on any row in the Supplier Management list opens the Supplier Profile detail page for that record. The page opens on the Supplier Details tab by default.

The Supplier Profile detail page contains five tabs: Supplier Details, Supplier User Management, Order History, Items Offered, and Profile History.

The Supplier Details tab is divided into two sections. The Business Information section displays the supplier's company data and is where profile editing takes place. The Documents section below it shows documents uploaded against the supplier record; document management is covered in the Document Management module manual.

The Business Information section in read-only view displays the following fields: Supplier ID, Kontrahent ID, Supplier Name, Status, Invitation Date, Onboarding Date, Company Type, Website, Tax Identification Number, KRS, REGON, Language, PESEL (visible only when Company Type is Natural Person - Osoba fizyczna), and Correspondence Address. The Kontrahent ID field is populated only after the supplier has been successfully onboarded and a Kontrahent record has been created in the Impuls ERP system.

[Screenshot: Supplier Profile Detail Page — Business Information Tab]

2.2.4 Editing Business Information

Users with update access see an Update button in the Business Information section. Clicking Update opens the section in editable mode with all current field values pre-populated.

The following fields are system-generated and cannot be changed regardless of the user's permission level: Supplier ID, Kontrahent ID, Invitation Date, and Onboarding Date.

The following fields are editable when the form is open:

• Supplier Name (required)
• Status (dropdown; see Section 2.3 for transition rules)
• Company Type (single-select: Sole Proprietorship (JDG), Civil Partnership (s.c.), Registered Partnerships, Capital Companies, Joint-Stock Company (S.A.), Branch Office, Representative Office, Natural Person - Osoba fizyczna)
• Website
• Tax Identification Number (required)
• KRS — National Court Register
• REGON — Business Registry Number
• Language
• PESEL (only visible when Company Type is set to Natural Person - Osoba fizyczna)
• Correspondence Address: Street Address, Locality (City/Town), Postal Code, Voivodeship/Region (required), Country

[Screenshot: Edit Business Information Form]

2.2.5 Supplier User Management

The Supplier User Management tab displays all supplier users associated with the selected supplier account, paginated at 100 records per load. Each row shows: First Name, Last Name, Phone Number, and Email Address. Each row includes Update and Delete action buttons for users with appropriate permissions.

Viewing the User List

All users with view access can see the Supplier User Management tab and the list of active, non-deleted supplier users. Soft-deleted users are retained in the database but do not appear in this view.

Creating a Supplier User

The Add New Supplier User button is visible only to users with the Supplier Management — Create permission. Required fields: First Name, Last Name, and Email Address. Phone Number is optional. The email address must be unique across the entire platform.

On successful creation, the platform sends an invitation email to the email address. The invitation link is valid for 24 hours. The email is sent in the supplier's configured Default Language (EN or PL). The create event is logged in Profile History as an invitation sent.

Updating a Supplier User

Clicking Update on a supplier user row opens the edit form. Editable fields: First Name and Last Name only. The Email Address field is displayed but grayed out and cannot be changed. No notification email is sent on update.

Resending an Invitation

For supplier users whose invitation link is in expired or pending status, a Resend Invitation Link button is visible on their row. Clicking it generates a new 24-hour invitation link and sends a fresh invitation email. The button is no longer displayed after the supplier user completes their first login and sets a password. The resend event is logged in Profile History.

Deleting a Supplier User

Clicking Delete opens a confirmation modal. Deletion is a soft delete — the user record is retained in the database but is no longer displayed in the active user list. The last remaining supplier user on an account cannot be deleted — a supplier must always have at least one active user.

If the deleted user is the contact person on any active RFQs or open Purchase Orders, the platform automatically reassigns to another active supplier user: the oldest user by account creation date if multiple remain, or the sole remaining user if only one. Contact person assignments on fully fulfilled records are not affected. The deletion event is logged in Profile History.

[Screenshot: Supplier User Management Tab]

2.2.6 Profile History

Entries are grouped by date with an activity count per day, displayed newest first, and lazy-load as the user scrolls. Each entry shows: time, user avatar and name (with their position in parentheses), a description of what changed, and the resulting status as a badge. Platform-triggered status changes are labelled Automatically updated. Supplier User actions such as first login are also captured.

Events logged: company profile update, document upload, status transitions, feedback sent, supplier user create, supplier user update, supplier user delete, invitation resend, Kontrahent creation, Kontrahent update, items offered add, and items offered status change.

[Screenshot: Profile History Tab — Audit Trail]

2.2.7 Order History

The Order History tab is read-only and displays historical purchase orders associated with the selected supplier. Records are sorted by Purchase Order Date in descending order.

Columns: Platform PO Number, Impuls PO Number, Order Date, Payment Terms, Net Amount (includes delivery fee, excludes tax), Gross Amount (includes delivery fee), Buyer, Project ID, and Project Short Name. Fields unavailable for a given record display a dash (—).

[Screenshot: Order History Tab]

2.2.8 Items Offered

Displays the catalog of materials and services the supplier can supply, in a paginated table (100 per page).

Columns

Each row displays: Name, Type (Material or Service), Category, Subcategory, and Date Added.

Filtering and Search

The tab loads all items by default under the All view. Users can filter by selecting the Materials or Services tab filter. A search bar allows users to search by item name within the active tab filter.

Adding Items (Buyers with update access)

Buyers with the Supplier Management — Update permission see an Add Material or Service button. Clicking it opens a dropdown with two options: Material and Service. Selecting an option opens a modal displaying the relevant categories, subcategories, and a search field. Multiple items can be selected and saved in a single action.

Managing Offered Status

Each item row includes a toggle for its Offered status (active or inactive). Setting an item to inactive removes the supplier from suggested supplier lists for that item when a Buyer creates a new RFQ. Existing in-flight RFQs are not affected. Each status change is logged in Profile History.

[Screenshot: Items Offered Tab]

2.2.9 Supplier Impersonation (Buyer Login As Supplier)

Buyers can request access to and log in to a supplier's Supplier Portal account on the supplier's behalf. This is fully covered in the Supplier Impersonation (Buyer Login As Supplier) module manual. In this module, a badge next to a Supplier ID in the list indicates that access has been granted.

2.3 Supplier Status Lifecycle

The status of a supplier profile is managed through the Status dropdown in the Business Information section. Only users with update access can change a supplier's status. Status transitions follow the rules described in the table below.

#	Status	Description
1	REGISTERED	Initial status on account creation. Supplier can edit Business Information via Supplier Portal. Eligible for RFQ suggested lists.
2	UNDER REVIEW	Profile under evaluation. Supplier cannot edit Business Information. The Send Feedback button becomes visible to send written communication to the supplier. Eligible for RFQ suggested lists.
3	ONBOARDED	Accreditation complete. Kontrahent ID created in Impuls on transition; an email is sent to all active supplier users. Business Information saves push updates to Impuls. Supplier cannot edit Business Information via Supplier Portal but retains login access for inflight procurement. Eligible for RFQ suggested lists.
4	ON PROBATION	Probationary period. Excluded from RFQ suggested lists. Supplier cannot edit Business Information via Supplier Portal but retains login access for inflight procurement. Displayed as Onboarded to Supplier Users on the Supplier Portal.
5	CLOSED	Supplier relationship ended. Blocked if active RFQs or open quotations exist. Profile fully read-only, no new users can be added, Supplier Portal access blocked. Cannot participate in or modify any existing RFQs or procurement artifacts. This is a terminal status.

3.0 Error Handling and Troubleshooting

Common issues and how to resolve them. Escalate to the system administrator if the issue persists.

Scenario	Possible Cause	Resolution
Impuls API call fails (Business Information save or transition to Onboarded)	API temporarily unavailable. Changes are saved locally and the supplier status is updated regardless of the API outcome.	No action needed — the platform retries automatically. If the Kontrahent ID is still missing after extended retries, escalate to the system administrator.
Supplier cannot be set to Closed	Active RFQs or open quotations exist on the account.	Resolve all active RFQs and open quotations first, then retry the status change.
Validation errors on Business Information save	Required fields are empty, or NIP, REGON, or KRS values fail Polish checksum validation.	Fix each highlighted field. All three identifiers must conform to their respective Polish format rules.
Supplier user email address already in use	The email is already registered to another platform user, including previously deleted accounts.	Use a different email address. Contact the system administrator if the intended user already has an active account.
Invitation link reported as expired	The 24-hour link validity has passed before the supplier user completed registration.	On the Supplier User Management tab, find the user record and click Resend Invitation Link.
Cannot delete the last supplier user	A supplier account must always have at least one active user.	Add a new supplier user first, then delete the original.

4.0 Frequently Asked Questions

Question	Answer
Can I edit a supplier user's email address?	No. Email is the login credential and cannot be changed. Delete the account and create a new one with the correct address. Previously used emails cannot be reused.
Why does saving show a confirmation step?	When a supplier is Onboarded or On Probation with a Kontrahent ID, changes are pushed to Impuls ERP. The confirmation prevents accidental updates to the linked ERP record.
What happens to contact person assignments when a supplier user is deleted?	The platform reassigns to another active user — the oldest user if multiple remain, or the sole remaining user if only one. Fully fulfilled records are not affected.
Why doesn't a supplier appear in the RFQ suggested list?	On Probation and Closed suppliers are excluded. Only Registered, Under Review, and Onboarded suppliers are eligible.
Can a supplier user see their Kontrahent ID on the Supplier Portal?	No. Kontrahent ID is internal and is excluded from the Supplier Portal view.

---