Based on feedback received from the 2021 Client Satisfaction Survey, FMS is making a number of improvements to the systems, resources and guidance related to supplier setup. 

Technology Enhancement: Increased Visibility to Setup Process

A top theme in the survey was a desire for increased transparency into the setup process so that appropriate action could be taken to expedite the setup. As a result, new and updated status labels are now available in the Supplier Query and Request tool for pending supplier or visitor payee requests. This technology enhancement, along with recently updated Fingate guidance, streamlines and clarifies the supplier setup process, end-to-end.

Refer to the new Resource: Supplier or Visitor Payee Request Statuses Fingate page to learn about each of the new or updated status labels that are now visible in the Supplier Query and Request tool for requests made through either Stanford Supplier and Payee Request Portal or Stanford Supplier and Payee Registry systems (see screenshot below). This new resource also includes descriptions of each status and any actions required. 

screenshot of status labels in Supplier Query and Request tool

For step by step guidance on checking the status of a request, see How To: View Pending Supplier or Payee Requests. To review or get a refresher on the supplier set up process, see Topic Overview: Setting Up a New Supplier or Visitor Payee

Updated Fingate Resources and Guidance

Numerous supplier-related resources on Fingate were updated to provide schools and units with clearer guidance and education to more efficiently set up and onboard a supplier while continuing to protect the university from financial, operational, ethical, and reputational harm.

  • Selecting a Supplier provides best practices and considerations for the supplier selection process, along with the university’s competitive supplier selection policies. This topic overview was updated to introduce the concept of the supplier lifecycle and its five stages.
    Setting Up a New Supplier or Visitor Payee outlines the supplier/visitor payee setup process in five steps and includes a new table that details the required documentation for each supplier or visitor category - a very popular and useful addition to this page.
  • Managing the Supplier Relationship and Record covers the processes and related best practices for managing a supplier relationship and record after they are set up and active in the Supplier Query and Request System. 
    Do Business With Stanford helps potential suppliers learn about Stanford as a customer and reviews the university’s purchasing process and policies as well as supplier compliance requirements.

Schools and units can also refer to these existing How To resources that support supplier setup and onboarding:

Events and Information Sessions

This past September the FMS Vendor Services team hosted an information session that provided an overview of the supplier setup and onboarding process, vendor risk, available resources, and continuous improvement plans. Visit the Procurement Services Events Fingate page to view the recording and presentation slides.

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