Document and Contract Management

Hitachi Astemo Buyside | Document and Contract Management INTRO

What is SupplyOn Document and Contract Management?

 

SupplyOn Document Management provides clear information and ensures that you are always up-to-date.

It is a platform for managing customer documents in a structured and standardized way and simplifies updating of relevant factory standards and regulations.

Hitachi Astemo Buyside | Document Management
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Central Database

All customer documents are filed in one central place and can be accessed at any time by all authorized persons.

Sign Contracts

You can sign contained contracts via DocuSign and access/review them after contract was signed.

Automatic notification

You will be notified of document changes automatically via e-mail and can retrieve the updated document immediately.

High data quality

All customer documents are available electronically, thus ensuring high quality and smooth data transmission.

Hitachi Astemo Buyside | DMS Process Intro

Getting started with Document Management

Login to SupplyOn and click in the navigation bar on SupplyOn Services and select Document Management. You will be directly taken to the Service Dashboard.

How suppliers process their documents?
 

1. Receive email notification

  • You will receive email notification about new documents. please make sure your email is setup correctly in the user account.

2. Open document from email

  • Click on the provided link in the email to access the new document directly.

3. Document Details Tab

  • Navigate to the "Document Details" tab to view essential information.
  • Check document details like description, status and attachments (if available)

4. Confirm Document

  • Click the "Change" button to select the document status (different status are explained below)
  • Once the status is selected, proceed by clicking on "Send Feedback."
  • The document is displayed in the Open/new tab with the response status accepted

Document status

In Process: Confirmation of receipt for your customer.
Accepted: The document or its changes have been accepted.
Rejected: If rejecting a document, provide a justified comment.
Not Relevant: Mark a document as "Not Relevant" when applicable.

Differentiate between statuses to understand the document's progress and take necessary actions.

By following these steps, you can efficiently manage and process documents, ensuring clear communication and tracking of document statuses.

Further information

  • Hitachi Astemo Buyside | Document Management

    This manual serves as a guide on how to use the SupplyOn Document Management system for exchanging documents between buyers and sellers (suppliers). It explains step-by-step procedures and offers valuable insights into document interchange processes.

    hitachi_astemo-buyside_dms_key_user_guide_en.pdf

How to use contract management?

  • 3 ways for Hitachi Astemo users to add contract documents to SupplyOn Document Management
  • Suppliers can sign contained contracts via DocuSign
  • Suppliers can access/review sign contracts via SupplyOn Document Management after contract was signed
  • Contract Document data is pushed to data base. Data base fills Contract Dashboard

How to add contract documents?

  1. Contract Document via User with SupplyOn Sourcing RfQ
  2. Contract Document via User with SupplyOn Document Management
  3. Contract Document via Hitachi Astemo Backend

How to use the Contract Dashboard?

  • Hitachi Astemo users can track contracts via contract Dashboard

 

Hitachi Astemo contract management

Further information

Document Overview

You as a customer, can view in the “All Documents” tab all the documents that you created yourself or that have been made available to you by suppliers.

Here you select the documents you want to view, edit or search.

What do I find in which tab?

“Open / New” tab
In the “Open / New” tab you will find all the new and unanswered documents that have been assigned to you or are intended for you.

“Responded” tab
In the “Responded” tab you will find all the documents that you have already accepted, rejected or sent via file retrieval.

“Subscribed” tab
On the “Subscribed” tab you will find all your subscribed documents.

“All” tab
On the “All” tab you will find all documents.

“Sent documents” tab
On the “Sent documents” tab you will find all supplier documents in draft or published status that have been sent to the customer.

Further information

How to search for a document?

Quick Search

  • To find a document quickly, enter your search criteria into the designated search box.

Advanced Search

  • For more refined searches, choose the Advanced Search option.
  • Explore combination options to expand and tailor your search criteria individually.

Note: Use the Advanced Search for a more detailed search, allowing individual customization like adding a search profile.

History and References Tab

  • Explore the "History and References" tab for a timeline of different statuses and actions.
  • Efficiently monitor and track document status changes, documents versions and the reply status

Further information

How to search for a document?

Quick Search

  • To find a document quickly, enter your search criteria into the designated search box.

Advanced Search

  • For more refined searches, choose the Advanced Search option.
  • Explore combination options to expand and tailor your search criteria individually.

Note: Use the Advanced Search for a more detailed search, allowing individual customization like adding a search profile.

History and References Tab

  • Explore the "History and References" tab for a timeline of different statuses and actions.
  • Efficiently monitor and track document status changes, documents versions and the reply status

Further information

SupplyOn FAQs

Support Center

Get more information about the SupplyOn Services, the Registration Process, and the User Administration tasks.

 

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