As a community owner in Connect, keeping your supplier data up to date ensures accurate reporting and eases operations within the system for your community members.
Best practices on data upkeep include periodically reviewing suppliers, locations, products, and documents, and inactivating or archiving entities which your business no longer engages with. Inactivating or archiving is recommended over deleting data, as it preserves historical records that could be useful during an audit or business review.
Supplier, Product, and Location Statuses
Statuses are crucial for accurately portraying your business’s relationship to suppliers, products, and locations. Using approval flows (for products and locations) and supplier statuses (for suppliers), you can configure statuses that account for inactive suppliers, locations, and products.
Periodically reviewing products shared with you in Connect to inactivate LTO/seasonal offerings, discontinued products, and products from inactive suppliers will exclude these items from drop-down menus on all Incident and Event types, along with filtering them from your Dashboard widgets. Assigning a product to an inactive status is also a great way to manage supplier-deleted products:
Simply click “Keep Product,” then move the product to an inactive status.
Location inactivation also removes inactive locations from drop-down menus on all Incident and Event types, and filters those locations from your Dashboard widgets. Inactivating your own locations (for example, closed restaurants or distribution centers that have moved) preserves the historical record associated with these sites, while excluding them as selectable options for future incidents and events.
Moving a supplier to an inactive status sends a notification to the supplier, along with displaying a banner on their Connect Dashboard notifying them that they’ve been inactivated in your community. You can use filters on reports and views in Connect to exclude inactive suppliers from those tools. Using an inactive status on a supplier does not inactivate their products or locations, to allow for existing inventory to be represented in Connect.
For documents associated with inactive suppliers, inactive products, or inactive locations, the archive feature allows community owners to preserve historical documents while ceasing requests for updates. This feature is also great for handling document types that have been removed from use by suppliers.