Skip to main content

According to the IFS Cloud product documentation, 

“Unlike the purchase requisition authorization rule and the purchase order authorization rule, the approved supplier list has nothing to do with the amount on the requisition/order. Instead, the purpose of this list is for quality assurance authorization, and thus the quality assurance department will most likely maintain the list. For example, in the aviation industry where the requirements for aircraft part suppliers is very high, this list could be used to streamline authorized purchases. If the supplier has been approved, the flow will proceed without any stops. However, if the supplier is not approved or the expiration date for the approval has exceeded, the quality assurance department will be notified, and an authorized member of that department must confirm that the purchase can proceed.”

 

It has been observed that if there are purchase authorization rules (PR or PO) do exist for purchasing amounts, they are still fetched for authorization, and the PR/PO cannot be processed without this authorization even for approved suppliers. 

 

So, is it really only for when such a PO is receipted, they do not need to go through the QA process, the QA team refers to this list of Approved Suppliers and for parts that have arrived from those suppliers for the specified purchase groups, the QA process is omitted? I.e. just an information stored in IFS for manual check and no actual functionality that it supports?

 

Thanks in advance!

Hi ​@Sudara 

I can see below from IFS online help:

“Use this window to enter approved suppliers lists. If you have certain parts that must be bought from an audited supplier, you can enter a list based on the purchase group and site. After the list has been entered, only suppliers with an Approved status will pass purchase requisition lines and purchase orders without authorization according to the connected authorization template, provided that no valid Purchase Requisition Authorization rule or Purchase Order Authorization rule exists. If the supplier is disapproved, the purchase request will have to go through normal channels and be first authorized by the quality assurance department.”

“All purchases of parts belonging to the defined purchase group on the site, used on the list, will require authorization. If you have any suppliers that are audited and approved, they should be added and approved to the list. They will then no longer require authorization.”

This means the parts all the parts connected with the Purchase Group you enter in this screen requires authorization of the connected Auth Routing Template ID. But if a listed Supplier has “Approved” status, then for that supplier this authorization will not require. However, if there are valid PR/PO Authorization Rules exist separately they will be anyway applied.

Thanks.

​@Sudara 

The Approved Supplier List functionality is not related to monetary authorizations. 

For example, you could have an Approved Supplier but still require a monetary authorization.  You could also have the exact opposite.  A purchase that doesn’t require monetary authorization but does require approval of the supplier being selected.

It’s also worth noting that that the Approved Supplier List functionality has been around for quite some time. 

More recently, IFS has released additional quality related functions such as:

Minimum Quality System Level

Qualified Manufacturer Required

Qualified Supplier Required

Hi ​@Ravinatha Ariyarathna and ​@astfarazt 

 

Thank you for your responses. Unfortunately, they don’t answer “how” the non-monetary authorization of PO happens in IFS after defining an Approved Supplier List. I’ve read all the product documentation notes on it (the theory) but have not come across any information on the actual practical side of it to see this theory working.

 

When I tried it out, it seemed like the Approved Supplier List is just an information stored in IFS for manual check. If IFS has its own logic and functionality to check against the Approved Supplier List, this is what I’m after.

 

Thanks!

Hi ​@Sudara 

Once you entered data in the Approved Supplier List for a specific Purchase Group and Site, authorization will be triggered based on the connected Authorization Routing Template to your list, when a new PR or PO is created for a part that belongs to the above purchase group and for a “Not Approved” supplier in your list. Then you will have to authorize the PR / PO in the usual way. Please see the screenshots attached. Thanks.

 

Terms & ConditionsCookie settingsAccessibility statement