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# Vendor Management — Master End-to-End Lifecycle (Overview) ![Vendor Management Master Overview](./00-overview.png) > **Audience:** placta end-users, their managers, and leaders. > **Purpose:** A single-glance view of the entire vendor lifecycle — from registration through qualification, audit, approval, and post-qualification states. > **Use this when:** introducing someone to how vendor management works in placta, or when a manager needs to see the "big picture" before drilling into a specific stage. ## Mermaid source (editable) Copy this block into any Mermaid-compatible viewer (GitHub, Mermaid Live Editor, draw.io with Mermaid plugin) to edit and re-render: ```mermaid %% Vendor Management — Master End-to-End Lifecycle Overview (16:9, 3-level) %% Audience: placta end-users, managers, and leaders flowchart TB subgraph L1["VENDOR ONBOARDING AND ACTIVATION"] direction LR S1["1. VENDOR REGISTRATION Add Vendor (Site, Materials, Documents, Terms and Conditions, Manufacturer if Trader) Role: Purchase Department"] S2["2. ACCOUNTS ENTRY Accounts user logs in Enters account details (bank, payment terms) Clicks checkbox and submits Role: Accounts Department"] S3["3. ACTIVATION REVIEW Activation Approver reviews Approves or Rejects Reject -> back to Registration Approve -> proceed to Qual Init Role: Vendor Onboard Activate Approver"] S1 --> S2 --> S3 end subgraph L2["QUALIFICATION LIFECYCLE"] direction LR S4["4. QUALIFICATION INITIATION Initiator clicks Start Qualification Fills metadata Assigns approvers Submits API: vendor/initiate_ vendor_qualification"] S5["5. PRE-ASSESSMENT Coordinator assigns forms Input Provider fills data (electronic signature + IP + timestamp auto-recorded) Reviewer reviews Form Sign-Off approves Status -> Complete"] S6["6. ASSESSMENTS With forms: Coordinator assigns access Input Provider / External Vendor Reviewer -> Sign-Off (reject-back-to-previous) Without forms: Input Provider uploads docs Reviewer approves or rejects Status -> Completed"] S7["7. AUDIT FLOW Initiator starts audit Coordinator assigns audit forms Input Provider fills Coordinator submits for review Reviewer approves Approver certifies Status -> Audit Completed"] S8["8. QUALIFICATION APPROVAL Coordinator: Pre-Req Done Submit for Review or Reject Qualification Reviewer: Approve / Reject (comments) Final Approver: Mark Qualified / Reject Status -> Qualified Final Report auto-generated"] S9["9. POST-QUALIFICATION Monitor: periodic audits Requalify: on date triggers Suspend: Coord -> Reviewer -> Final Approver Delete: remove qualification Loops back to Stage 4"] S4 --> S5 --> S6 --> S7 --> S8 --> S9 end L1 --> L2 classDef stage fill:#e6f4ff,stroke:#1677ff,stroke-width:3px,color:#000,font-size:18px,padding:18px class S1,S2,S3,S4,S5,S6,S7,S8,S9 stage ``` ## Stage-by-stage narrative ### 1. Vendor Registration (Purchase Department) A new vendor record is created with sites, materials, documents, terms & conditions, and (for Traders) a disclosed manufacturer. Trader-type vendors require additional manufacturer site, material, document, and T&C entries. ### 2. Accounts Entry (Accounts Department) After Purchase submits, the Accounts user logs in to enter account-related details (bank info, payment terms) and submits. Purchase then sends the vendor for activation. ### 3. Activation Review (Vendor Onboard Activate Approver) Only the **Vendor Onboard Activate Approver** role can activate a vendor. On rejection, the record is sent back to Purchase with comments for correction. ### 4. Qualification Initiation (Initiator) Once activated, the Initiator clicks **Start Qualification**, fills in qualification metadata, assigns approvers, and submits. (API: `vendor/initiate_vendor_qualification`.) ### 5. Pre-Assessment (Template-driven) The Coordinator assigns forms. Input Providers fill data; the Reviewer reviews and either submits or returns. The Form Sign-Off user finalizes. Status becomes **Complete**. Rejection can send the form back to any previous level. ### 6. Assessments (per Workflow Visualizer sequence) Admin-configured assessment steps run after pre-assessment completes. Two parallel paths exist: - **With forms:** External Vendors may log in to fill their sections (only accessible fields are enabled). - **Without forms:** Input Providers upload supporting documents and notes via the Attachments tab. ### 7. Audit Flow Audit runs as part of the qualification if the template includes an audit step. (A standalone Audit Management module exists separately — see flowchart 03.) ### 8. Qualification Approval The Qualification Coordinator sets **Pre-Req Done**, then submits for review. The Qualification Reviewer approves (with comments) and forwards to the Final Approver, who marks the vendor as **Qualified**. A final report is auto-generated. ### 9. Post-Qualification States - **Monitor:** Ongoing periodic re-assessments and audit cycles. - **Requalify:** When the requalification date arrives, the same qualification flow runs again. - **Suspend:** Coordinator → Reviewer → Final Approver chain; qualification status becomes **Suspended**. - **Delete:** Permanent removal of the qualification record. ## Cross-references - Detailed onboarding & activation: [01-vendor-onboarding.md](./01-vendor-onboarding.md) - Detailed qualification flow: [02-qualification-flow.md](./02-qualification-flow.md) - Audit (both contexts): [03-audit-flow.md](./03-audit-flow.md) - Reports module: [04-reports.md](./04-reports.md) - Post-qualification states: [05-post-qualification.md](./05-post-qualification.md) - Admin settings menu: [06-admin-settings.md](./06-admin-settings.md)

3 articles