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Managing and Editing Suppliers in Axya

This article explains how to add, manage, and edit supplier contacts in the Axya platform. It covers how to create a new supplier, associate contacts with procurement requests (RFQs or POs), and manage pending invitations.

Accessing the Suppliers Tab

  1. From the Dashboard, click the drop-down menu in the top left corner.

  2. Select Suppliers from the list of available tabs.

  3. The page will display a list of all suppliers currently registered in the system.

You can use the search bar to quickly locate a specific supplier. The supplier list also displays key information such as:

  • Supplier contact(s)

  • Vendor ID

  • Company information

Click the Edit (pencil) icon to modify supplier details.

Adding a New Supplier

There are two ways to add suppliers in Axya.

Option 1: Import Suppliers in Bulk

If you need to add many suppliers at once, you can import them using an Excel spreadsheet.

  • The spreadsheet must contain the same fields used in the platform.

  • Your Customer Success Manager can help configure the import process.

Option 2: Add a Supplier Manually

  1. Click the blue Add Supplier button.

  2. Enter the supplier's email address.

The system will automatically check if the email domain already exists in the database.

  • If the company domain already exists, a list of existing companies will appear.

  • If the supplier does not exist, select Create a New Supplier.

Fill in the required supplier information:

  • First Name and Last Name

  • Preferred Language (English or French)

    • This determines the default language used for Axya communications.

  • Company Name

  • Supplier ID / Vendor ID (optional, often linked to your ERP)

  • Currency (optional, depending on the supplier’s region)

Click Add to create the supplier.

Sending Supplier Onboarding Invitations

After creating a supplier, you can send an onboarding invitation email.

This email ensures the supplier:

  • Recognizes Axya emails

  • Avoids spam filtering

  • Understands how to interact with RFQs or POs

You can select which onboarding material to send:

  • RFQ onboarding

  • Purchase Order onboarding

Click Send onboarding to send the invitation email containing a confirmation link.

Invitation Status

Inside the supplier profile, you can see the status of the onboarding invitation:

  • Sent – the email was delivered but the link has not yet been clicked

  • Confirmed (Blue) – the supplier clicked the confirmation link

If needed, you can resend the onboarding email from the supplier page.

Best Practice:
Send a personal email outside Axya to inform the supplier you are adding them to the system. This helps ensure they expect the Axya email and review it promptly.

Managing Supplier Contacts (RFQ / PO Mapping)

Supplier contacts determine which email addresses receive RFQs or POs.

  1. Locate the supplier in the list.

  2. Click the Edit (pencil) icon.

  3. In the contact distribution list, add or modify email contacts.

For each contact you can:

  • Add a new email contact

  • Assign responsibilities such as:

    • RFQs (Requests for Quotation)

    • POs (Purchase Orders)

You can add multiple contacts for a supplier.

Example:

  • If two contacts are selected for RFQs, both will receive RFQ emails.

Contacts can be added or removed at any time.

Click Save when finished.

Important: Impact of Editing Supplier Contacts

Changes made in the Suppliers page distribution list will only affect:

Future RFQs

They will not modify existing RFQs that were already sent.

Editing Contacts for an Existing RFQ

If you need to change the contact for a specific RFQ:

  1. Open the RFQ.

  2. Locate the supplier name.

  3. Modify the contact selection.

  4. Click Save.

This will update the contact only for that RFQ, and the supplier will receive the updated notification.

Managing Pending Invitations

Go to the Invitations tab above the supplier list.

This section displays all pending supplier invitations that have not yet been accepted.

If no invitations are pending, the list will appear empty.

Best Practices

To maintain efficient procurement workflows:

  • Always keep supplier contacts and responsibilities updated

  • Send onboarding invitations before sending RFQs

  • Confirm suppliers have clicked the onboarding confirmation link

  • Consider sending a personal email introduction alongside the Axya invitation

  • Regularly review RFQ contact mappings

If you have any additional question please contact us at customerservice@axya.co