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Supplier (or Vendor) Documents

Manage the submission of your Supplier (or Vendor) Documents in a structured way to improve the way you work

For an example procedure, see two PDF’s available for download at the bottom of this page: Supplier (or Vendor) Documents – Using Supplier Documents, and Supplier (or Vendor) Documents – Using Documents & Workflows.

These open the PDF in your browser. You can download them from there if required.

What is it?

Supplier (or Vendor) Documents are groupings of documents that illustrate how the construction team plans to build elements of the project. They are made up of things like shop drawings, material and product data and samples. They are typically submitted for review and approval on an agreed upon schedule.

Aconex is routinely used for the management of both the submission of the documents themselves as well as the reviews associated with them. The diagram below depicts the basic steps typically seen in a Supplier (or Vendor) Document submission process.

Why would you want it?

Keeping track of a project's Supplier (or vendor) document packages lessens the chances of delays, issues and re-work. Ensuring that this process runs smoothly and efficiently is a key factor to a project's success.

What does it look like?

The Supplier Vendor documents workflow.

Preparing to introduce an Supplier (Vendor) Documents process

Here are some things to consider when looking at introducing a Supplier (Vendor) Documents process:

Are all participants in the process using Aconex?

  • Workflows and Supplier Documents require that all participants are Aconex users to provide better efficiency and visibility. Transmittals allow both users and non-users of Aconex to to participate in the process.

Do you have an established review procedure for each package once received?

  • Both Workflows and Supplier Documents allow seamless initiation of those procedures.

Do you have a defined and agreed upon list of packages and associated dates?

  • Both Workflows and Supplier Documents allow you to use this information to do some preparation work in advance and initiate submissions using this information. Workflows accommodate projects where this list hasn’t been completed prior to submission while Supplier Documents works best when this information is available.  

What are the reporting requirements?

  • Workflows allow you to track and report on status and response in real-time across all organizations involved.

  • Supplier Documents can provide a percentage of completion for a supplier (or vendor) documents package, as long as the details of the package are known in advance and the organization viewing it are part of the issuing or receiving organizations.

Does your procedure require wet signatures?

  • Both Workflows and Supplier Documents make use of a registered document so wet signatures can be included in the document itself.

What is our recommendation for managing Supplier (Vendor) Documents with Aconex?

Aconex recommends the use of Workflows to manage this process.

Supplier (Vendor) Documents is an optional module that can also be used. It’s very effective at managing this process when you have advance knowledge of the schedule and details of the packages.

Additional Aconex tools you could use

Clients who use Workflows & Supplier (or Vendor) Documents commonly use Templates and Review Sets. Templates provide a quick, repeatable process while Review Sets allow projects to ensure the right review terminology is used for the step of the procedure.

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