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Managing Supplier Contacts

Option for managing contacts for a supplier, which includes adding, editing or removing who will have access to Leverage or receive requests

Written by Alexis Jones

Overview

To begin having a supplier receive purchase order acknowledgment, status update, advanced shipment notification, and other requests, two things need to happen:

  1. The supplier needs to have at least one (1) email contact added to their profile

  2. That contact needs to have the role PO Processor assigned.

Once both the above are true, any new purchase order created for that supplier moving forward will be automated with Leverage.

Before You Begin

⚠️ Important: Suppliers must exist in Leverage before you can add contacts to them. If you haven't added your suppliers yet, please see Importing Suppliers into Leverage first.

Method 1: Bulk Import Supplier Contacts

The Import Data tool allows you to efficiently add multiple supplier contacts at once using a CSV file.

Import Steps:

  1. Click on your username in the bottom left corner to access additional settings

  2. Click Import Data

  3. Under File Type, select "Supplier Contact"

  4. Validate that the Target Integration is correct

  5. Under instructions, download the CSV template

  6. Fill out the CSV template with the information provided in the CSV Fields Explained section of this article.

  7. Save the CSV file

  8. Return to the Manual Upload Page and select "Choose File" under CSV File Selection

  9. Click the IMPORT DATA button

CSV Fields Explained:

  • supplier_id (Required): The exact ID used when importing suppliers

    • ⚠️ Critical: Must match the ID from your supplier import file exactly

    • Case-sensitive - "SUP001" is different from "sup001"

  • contact_name (Required): Full name of the contact

    • Format: "First Last" (e.g., "John Smith")

  • contact_email (Required): Valid email address for the contact

    • This email will receive all automated communications

  • role (Required for automation): Contact's role

    • Must be set to "PO Processor" to receive automated requests

    • Other roles can be added but won't receive automated communications (unless outbound messages is configured otherwise)

Important Notes on Bulk Import:

  • Supplier IDs must already exist in the system before importing contacts

  • Each contact will be linked to their supplier based on the supplier_id field

  • Multiple contacts can be added to the same supplier by using the same supplier_id

  • Contacts will receive an invitation email upon successful import

Method 2: Add Contacts Manually (Best for Individual Additions)

From within Leverage, click on the Suppliers tab in the left menu

  • Find the supplier by searching or scrolling the supplier menu

  • Click on the supplier you want to activate

  • Select ‘Contacts’ in the top menu

  • Click the blue button [ADD CONTACT] to create a new contact:

Include the following information when creating a supplier contact:

  • Name (required)

  • Email (required)

  • Role - must be PO Processor to receive requests*

  • Phone

  • Notes

All new purchase orders moving forward will receive Leverage requests

Edit or Remove Contacts

From within the same screen, you can edit or remove a contact for your supplier by clicking contact and selecting the Actions dropdown or the Edit Contact button:

Edit Contact:

Delete Contact:

Need Assistance?

Contact Leverage support for help with supplier contact management through the in-app chat or by emailing support@tryleverage.ai.

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