AWRA Help Center

The Register

Procurement → Supplier documents (/procurement/supplier-documents) lists every supplier’s documents with Awaiting your review, Requested and Expired filters. Each supplier’s page has the same documents in its own panel. Types include certificate of incorporation, tax compliance certificate, bank details, business permit or trading licence, insurance, quality certificates such as ISO, health and safety, professional or regulatory licences, signed contracts and other.

Asking For A Document

1. Open the supplier. In the documents panel, under Ask the supplier for a document, choose the type, an optional Name, Needed by and a Note to the supplier, such as Must cover at least KES 10M.
2. Press Send request. The supplier is emailed (unless they turned document requests off) and sees it under Company documents in their portal.
3. They upload the file with Valid until and press Send for review. Suppliers can also add one nobody asked for, such as a renewed insurance cover.

Already have a copy? Use File a document you hold, tick Required if it must stay current, and press File it. Filing a held document is on the web; the app can request, approve, send back and view.

Reviewing

• Press View to open the file in the viewer.
• Set Valid until and press Approve, or write a Reason to send back, such as Certificate is for a different company, and press Send back. The supplier sees the reason and can upload again.

Expiry Warnings

A required document is put once in a digest to the people who manage suppliers when it enters its last 30 days, once when it lapses, and once when a request passes its due date. The supplier is warned separately by email, following their Document requests preference, and the portal flags what needs renewing.

Contract Lead Times And Service Levels

1. On a supplier contract’s form, under Lead time and service levels, set the Agreed lead time in days, an On-time target and a Fill-rate target as percentages, and any Other service terms.
2. A catalogue line can carry its own lead time. A call-off carries the lead time to its purchase order.
3. The contract page measures On time, Fill rate and Average lead on the orders raised from its call-offs, and lists the late ones.

Required documents block call-offs. When a document filed against the contract and marked required is missing or expired, Raise call-off is refused until a current copy is approved.

Risk Score And The Supplier’s Scorecard

• Once any document is required of a supplier, document compliance counts for 10% of their risk score.
• An expired or overdue required document puts the supplier Under Review, whatever the rest of their record says.
• Suppliers see their own scorecard under My scorecard in the portal and in the app — on-time delivery, lead time, quality, dispute rate, responsiveness and documents to attend to — with the same figures you see.

Permissions

• View vendors — the register, the panel and opening files.
• Edit vendors — request, file, approve, send back and remove documents.

Related

• Supplier Contracts & Call-Offs
• Supplier Prequalification
• Vendors