--- title: Managing and Editing Suppliers in Axya description: 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. --- [Skip to content](https://www.outsourcing.axya.co/en/dépannage/gestion-et-modification-des-fournisseurs-dans-axya#main-content) - [English](https://www.outsourcing.axya.co/en/d%C3%A9pannage/gestion-et-modification-des-fournisseurs-dans-axya) - [Français](https://www.outsourcing.axya.co/knowledge/gestion-et-modification-des-fournisseurs-dans-axya) English Show submenu for translations [![Logo Axya for light background](https://www.outsourcing.axya.co/hubfs/Logo%20Axya%20for%20light%20background.svg)](https://axya.co) - axya.co Open main navigation Close main navigation - axya.co - - [English](https://www.outsourcing.axya.co/en/d%C3%A9pannage/gestion-et-modification-des-fournisseurs-dans-axya) - [Français](https://www.outsourcing.axya.co/knowledge/gestion-et-modification-des-fournisseurs-dans-axya) English Show submenu for translations - [Contact us](mailto:customerservice@axya.co) [Contact us](mailto:customerservice@axya.co) How can we help you? - There are no suggestions because the search field is empty. 1. [Dépannage : Problèmes Courants (en)](https://www.outsourcing.axya.co/en/d%C3%A9pannage?hsLang=en) 2. [Buyer users](https://www.outsourcing.axya.co/en/d%C3%A9pannage/buyer-users?hsLang=en) 3. [General](https://www.outsourcing.axya.co/en/d%C3%A9pannage/buyer-users?hsLang=en#general) # 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** - [General](https://www.outsourcing.axya.co/en/d%C3%A9pannage/general?hsLang=en) - [Buyer users](https://www.outsourcing.axya.co/en/d%C3%A9pannage/buyer-users?hsLang=en#main-content) - [General](https://www.outsourcing.axya.co/en/d%C3%A9pannage/buyer-users?hsLang=en#general) - [RFQ Module](https://www.outsourcing.axya.co/en/d%C3%A9pannage/buyer-users?hsLang=en#rfq-module) - [PO module](https://www.outsourcing.axya.co/en/d%C3%A9pannage/buyer-users?hsLang=en#po-module) - [Supplier users](https://www.outsourcing.axya.co/en/d%C3%A9pannage/supplier-users?hsLang=en#main-content) - [General](https://www.outsourcing.axya.co/en/d%C3%A9pannage/supplier-users?hsLang=en#general) - [RFQ Module](https://www.outsourcing.axya.co/en/d%C3%A9pannage/supplier-users?hsLang=en#rfq-module) - [PO Module](https://www.outsourcing.axya.co/en/d%C3%A9pannage/supplier-users?hsLang=en#po-module) - [Integration](https://www.outsourcing.axya.co/en/d%C3%A9pannage/integration?hsLang=en) - axya.co [![Logo Axya for light background-1](https://www.outsourcing.axya.co/hubfs/Logo%20Axya%20for%20light%20background-1.svg "Logo Axya for light background-1")](http://www.axya.co) customerservice@axya.co Copyright © 2025, Axya