A supplier collection is DealTrack’s way of allowing you to control when suppliers become visible and who has access to them. When you allocate a supplier to a collection, you will be able to group that supplier according to the grouping labels that have been pre-configured in DealTrack for you by Enable’s system administrators.
Once you have allocated a supplier to a collection, that supplier will then become visible in the Deals module of DealTrack, where users can create new schemes and deals for each supplier that they are permitted to access.
In order to allocate a supplier to a collection, admin users will be required to provide a value for each supplier attribute that has been configured. This can be done individually within the user interface or in bulk via a csv import.
To allocate a supplier to a collection on an individual basis, first click on Structure in the drop-down menu of the Config module. Then, click on the Suppliers tab near the top of screen, where you will see a list of your suppliers on the new page.
Finally, click on the Configure collection tab where you have the option to search for and select an individual supplier. On the right-hand side of your page, you will notice a panel appear labelled ‘Allocate to collection’, where you are able to enter the relevant attribute values for the supplier and click the Save button (see screenshot below).
Allocate in bulk
It is also possible to allocate suppliers in bulk by uploading a csv file. To do this, first click on Structure in the drop-down menu of the Config module. Navigate to Suppliers and then click on Configure collection.
This time however, click the Upload attribute values button, where you will be given the option to download a csv template made available to you on the right-hand side of the page, from which you can populate multiple suppliers’ attribute values (as shown below).
The csv template file will already contain a column labels header row i.e. a column header called ‘Supplier’, another called ‘Reference’ and additional columns for each attribute value category.
The ‘Supplier’ and ‘Reference’ columns will already be populated with previously uploaded supplier data. Column labels for each attribute value category will have a personalised reference that is unique to your business e.g. ‘Supplier type’ or ‘Material category’.
For each supplier row you wish to allocate, enter a relevant value within the corresponding attribute value column. Once uploaded, this attribute will define what collections the suppliers belong to.
You can then save this csv file and upload it back into DealTrack by clicking on the Browse button, navigating to the csv file’s location and then clicking Upload.
Please note — if you attempt to allocate an unallocated supplier to a collection, DealTrack will warn you that this may result in access being automatically granted to some users who currently have no access to the supplier. You will then be shown a list of all users that would be granted access to the supplier if it was allocated.
If you wish to proceed, click the Yes button and DealTrack will allocate the supplier to the collection accordingly.