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Maintain in ERP - SAP for better control and visualization of supply base.
This also helps to assess supply base size and eliminate redundant suppleirs from the list so that supplier management becomes easy.
If there is no ERP, an approved supplier list can be established in the organization. This is essential to prevent unnecessary additions of suppliers.
They should follow same porcedure as followed by company payroll employees.They should not be handled lightly. We may assign them temprory employee ID to register their attendance. Apart from this TK should also moniter them on daily basis.
- Call annually for suppliers to apply for registration and update their information if they are already registered.
- Purchasing will update the register as part of their daily work.
- Your suppliers evaluation process should include updating the register
It’s a key piece of information for any successful business, in particular for upstream processes.
There are number of ERP systems available to better structure as well as ensure that the vendors and contactor’s information is kept up to date. However we should also keep in mind the fact that small to medium scale of companies may not want to invest too much. They can use one from few simplified tools that are customized and OH cost would be minimal for licensing and on-going support. Example: CRM software such as maximizer with added fields to keep a list of vendors/contractors.
It might sound untidy in the beginning but I have seen companies using excel as a low cost tool. You would still need advance level of MS office skills to be able to achieve desirable results.
SAP in my view is the best provided no cost constraints.
It same proceduers in all company regardless the ERP system or even manual way , but we all must have legal documents for the suppliers in our file inculding all the data about him / her in and always MUST update that file every6 months to know the legal status if any change take place.
In the question,sir you have mentioned the register so it is require to fill manually, when i was working with Bharti-walmart , they maintain register by collection information through pre-draft questinnire which consist information regarding name, address, nature of business, what kind of product they offer, which mode of transport, bank detail etc this questionnire should be mail to supplier and request to send with all details. and after getting all information you can go with erp or any software or use to excel.
in2007 we are maintain supplier customer or vendor list in manual like excel now this is time for rocking ERP is the best for these things you know boss time is money save your time n ERP implimentation
ERP is the best choice for a successful company or organization
1- Procurement Management
2- Warehouse Management
3- Project Management
4-Sales Management
5- Finance Management
these all in ERP but set a Right for every one for critearea
but little bit things are manual like agreement contract my suggestion is that contract will be for a project duration perioad if project is a long time like2 years dont agreement with vendor for2 years just6 month agreement is best .
Sepaeratly mantain the suppliers and purcahse register (the supplier tellsthe total supplies of that particular party while purcahser tells the total purchases of particular party ) if software is available then e register is mantain compulsory
In Telecom we have PRMS(Partner relation managment system) where we register our suppliers. This system is also responsible to generate charges we have to give against contents/services supplied by suppliersin telecom most of the suppliers are content providers. After genratting charges we export it to our Billing systeem to Maintain account receivables.
Let me add that you have to make a n assessment you mark good suppliers and you black listed suppliers with quality or delays too much , you put in the fields each supplier can execute or deliver
you put what brands and capabilities he have , which certifications he has , etc.
