SRM - The Supplier Record — Understanding a Supplier in Full

ARIA QUICK SUMMARY

The Supplier Record is the unified view of a single supplier — combining onboarding readiness, badges, relationship summary, engagement history, and activity log.

Badges are earned through third-party certification, structured questionnaires, or best-practice evaluation. Verification methods vary by badge type — detailed guidance on each badge is available in the SupplierGateway Badge Knowledge Base.

Onboarding status (e.g. Onboard ready, Following) reflects where the supplier sits in the engagement lifecycle.

The activity log covers: Registration, Profile Update, Posting Response, Bid Participation, Message Out, and Notes.

Review the Supplier Record before any significant sourcing, contracting, or risk decision involving that supplier.

Best practice: review the Supplier Record before issuing an RFP, before renewing a contract, and after any risk event.

What the Supplier Record Contains

Onboarding status	Current readiness — onboard ready, in progress, or not started.
Relationship status	Whether you are following, actively managing, or have a formal relationship.
Relationship summary	Last engagement date and relationship health score.
Badges	All credentials earned by this supplier — see badge types below.
Activity log	Full history of interactions — registration, profile updates, posting responses, bid participation, messages, and notes.

Understanding Badges

Badges represent verified credentials across a wide range of categories. The verification method varies by badge type:

• Third-party verified — confirmed directly by a certification body or official source.
• Questionnaire-based — established through a structured evaluation against a best-practice rubric.
• Self-declared with verification — provided by the supplier and validated against available data.

Badge Knowledge Base

SupplierGateway maintains a comprehensive series of Knowledge Base articles covering each individual badge type in detail — including what it covers, how it is verified, which certification bodies are involved, and what it means for compliance purposes. For specific badge questions, refer to those articles or ask Aria.

Important

Do not assume all badges are third-party verified. For high-stakes sourcing or compliance decisions, check the badge type and verification method. For critical credentials, consider requesting supporting documentation directly via Request Badge Access.

Using the Activity Log

The activity log is a chronological record of every meaningful interaction with this supplier. Use it to:

• Understand relationship history before a renewal or re-sourcing event.
• Evidence engagement activity in an audit or compliance review.
• Identify inactive suppliers — no engagement for 6 to 12 months may warrant a check-in or risk review.
• Spot patterns — a supplier that has responded to multiple postings but never converted may warrant a direct conversation.

BEST PRACTICE — SUPPLIER DUE DILIGENCE

• Before issuing an RFP or entering a new contract, review the full Supplier Record — not just the assurance status. Relationship history often reveals information a credentials check alone will not.
• For high-value or single-source suppliers, schedule a quarterly Supplier Record review as part of your supplier management cadence.
• A supplier with strong badges but a deteriorating relationship health score warrants attention — both are indicators of supplier risk.
• Document significant decisions and conversations in Notes — this creates an auditable record of your supplier management activity.

SupplierGateway SRM User Success Knowledge Base. For guidance purposes. Regulatory content should be validated with qualified advisors.