Buyer: How to use the search functionality

 

This is your tool to find Suppliers and check their compliance status and data. Search is also central to the Request Information process and to ‘following’ Suppliers and Commodity Codes. Start by accessing Supplier Search in the main menu under the three-line icon in the header bar.

You can view a supplier’s Profile and access their questionnaire by clicking a row in the search results.

Keyword Searching

The text you enter in the keyword search box will be matched against company name, Achilles ID, commodity code, incorporation number, commodity name and internal IDs your company uses for suppliers (if set up for your account). You can use the dropdown to the left of the box to limit your search to one of these fields. To match a whole phrase, use inverted commas as follows: “steel pipes”.

Filters

The filters shown down the left of the screen can be used to narrow your results. They are expanded or collapsed by clicking on their headers. Click ‘Clear All’ at the top if you want to reset all filter selections. The search results on the right will be updated as you add and remove filters. You can track the changing total with the animated counter, top left.

Commodity Codes

Filter Suppliers by the Products/Services they provide. Click the ‘Select codes’ link to open up the selector and then drill down to find the entries you need. You will see multiple code selectors if you have access to multiple Networks/Communities. Use the ‘ANY’ button to find Suppliers of any of the Commodity Codes selected. If you select the ‘ALL’ button, only those who supply all the specified codes will be returned. These options equate to the ‘OR’ and ‘AND’ Boolean operators. Note that you should use the ALL setting if you need to find Suppliers of a specific level 4 code – choosing ANY when you have selected a level 4 code will also return Suppliers of the parent level 3 code.

You will see underneath the Commodity Code selectors there is the option to choose ‘Supply Type’. This allows you to specify what type of supply you are interested in for your selected product codes. You can choose between Manufacturers, Agents and Stockists. Note this distinction does not apply to service-type codes.

Region of Supply

Narrow the Supplier list by specifying which geographies Suppliers they must be able to serve. The ‘ANY’ and ‘ALL’ buttons work in the same way as for Commodity Codes above. Note that the system cross-checks any codes you have selected to ensure they are supplied to the regions you have selected.

Country of Trading

This filters by the countries Suppliers have declared in their trading address. You can make multiple selections from the drop-down list. In contrast to Regions of Supply, each Supplier will only have one Country of Trading.

Financial

Depending on your subscription access you will see some or all of the following filter options in this filter drawer.

  • Sales Revenue: Use the min and max boxes to set the required range of Sales Revenue. The currencies used by Suppliers will be converted to match the currency selection you make. Revenue is shown for the last financial year recorded.
  • Liquidity – Current Ratio: This figure is sourced from a third-party provider and is calculated as Total Current Assets / Total Current Liabilities. It is an indication of a company’s ability to meet short-term debt obligations. The higher the ratio, the more liquid the company is.
  • Equity in %: This is also sourced from our third-party provider and is calculated as Shareholder Funds / {Total Current Assets + Tangible Fixed Assets) * 100. This ratio shows the worth of the company (shareholder funds) as a percentage of total current and tangible assets.
  • Credit Score: Where we have a numeric Credit Score available for Suppliers from our third-party provider, this can be filtered using the red-amber-green slider.
  • Credit Rating: Where we have a four-level Credit Rating available, from our third-party provider, this filter can be applied. Multiple scores (4-1) can be selected at the same time.

Number of Employees

This is a simple min/max filter for employee count.

Management Systems

Filter for Suppliers who have either documented or certified Management Systems in place. Certification will be to a recognised international standard. Three options are available – Quality, Health & Safety and Environment. When you choose the ‘certified’ option only Suppliers who have said they have a certified system AND have a valid certificate uploaded will be returned.

My Relationships

This allows you to see only Suppliers who have a defined ‘Relationship’ with your organisation set up. Please contact your Account Manager if you would like more information.

Supplier Level/State

Use the supplier level filter to narrow your selection to Suppliers who have a specific subscription level. This equates to the degree of Achilles assurance they have undergone, and you may have a required threshold for procurement. Available Supplier Levels can vary by Network/Community.

The supplier state filter allows you to distinguish Suppliers who have up-to-date versus expired Questionnaires. These expire one year after the last date of publication.

Audit

You can filter by the (valid) audits held by Suppliers. These provide a higher level of assurance than the Questionnaire data. The available filter categories are Consultants/Designers, Desktop, Manufacturers/Distributors, On-Site 1-Day, On-Site 2-Day, SSIP Health & Safety, Watchlist Screening. Not all audit types are available in every Network/Community.

ESPD Compliance

This is only available for specific Networks and allows Buyers to filter for whether the Supplier has declared themselves compliant with the European Single Procurement Document (ESPD).

Nuclear Utility Requirements

This filter is only visible to Buyers who are part of the UNCE Network and covers pre-qualification requirements for Swedish nuclear utilities. There are six individual factors that can be filtered on, as well as an overall filter.

Qualification Status

This filter is only available to Buyers who have Qualification as part of their subscription. This feature allows Buyers to tag Suppliers as Qualified, Conditionally Qualified, Not Qualified or Under Assessment. This tagging must currently be carried out in the Insights platform, but the status is synchronised to MyAchilles and can be used as a Search filter. The status can also be viewed within the Supplier Profile. Please contact your Account Manager if you are interested in adding this capability to your subscription.

Panel View

By default, you will see the Supplier results laid out in ‘Panel View’. This brings together key data and compliance information about each Supplier and is designed to be easy to browse. If you wish to see more data and manipulate t­he results you should switch to ‘Table View’ with the button top right. See next section for more information.

Aside from core information such as address, website and Annual Sales Revenue, the ‘Panel View’ view includes marketing information. Suppliers are encouraged to fill out an ‘About Us’ section that fills the main body of the panel. They can also add social media handles.

Compliance

In the right-hand panel you will see a Compliance module which indicates the Supplier’s Compliance with the Network/Community requirements for their assurance level. The module has tabs for each Network/Community that you have in common with the Supplier. The three indicators work as follows:

  • Questionnaire: A blue tick will show when the required version of the Questionnaire has been published and is in date (less than 12 months old). A yellow exclamation mark will show when this is not the case.
  • Audit: A blue tick will show when an Audit required for the Supplier’s membership level has been completed and is in date. A yellow exclamation mark will show when an Audit is required but it has either not been conducted or is out of date. There will be a grey dot where there is no compliance requirement for an Audit. The Supplier may still have undergone an Audit voluntarily – if so you can access this by clicking through to the Supplier Profile.
  • Membership: A blue tick will show when the Supplier has the correct, up-to-date subscription compliant with their assurance level. The latter is driven by Network-specific rules designed to identify ‘higher risk’ Suppliers. A yellow exclamation mark will show where these conditions are not met.

Management Systems

This module shows whether the Supplier has a documented or fully certified Management System in the published version of their Questionnaire for quality, environment, and health and safety. The three states are ‘Certified’, ‘Documented’ and ‘None’. You can see details of the standards in place and review uploaded certificates by opening the Supplier’s full Questionnaire. Note that Suppliers will only show as ‘Certified’ if they have uploaded a valid, in-date certificate.  

 

Table View

Toggle to Table View using the button top right.

The same Suppliers will be shown, but this time with columns containing their key data. Each column can be sorted by clicking on the header. There is a cog icon at the top left of the table which opens the Column Chooser. Here you will find additional data that is not shown in the default view. The column selections you make will be carried through to the PDF and Excel downloads. There is a Key included in the downloads providing definitions for each data point. Selected columns will also be included in Request Information event downloads when the search has been used (see Request Information section for more).

Available columns are as follows. Only those relevant to your Networks/Communities will be shown.

Key Information

  • Organisation Name: Trading name
  • State: Whether the supplier’s questionnaire is Current or Out of Date.
  • Network: The Networks (or Communities) the supplier is a member of
  • Internal ID: Internal ID supplied by Buyer organisation
  • Qualification Status: The Qualification status of this supplier as set by your organisation. Status is set in Achilles Insights
  • Supplier Registration Level: The highest level of Achilles assurance that the supplier has obtained
  • Core Products and Services: Products and services registered as core by the supplier
  • Audit Status: The validity status of the latest Achilles audit received by the supplier
  • NORSOK OMS: Operational Management System Score
  • Credit Score: The supplier’s overall Credit Safe score
  • Credit Score Last Updated: Date of last update to Credit Safe score
  • Credit Rating: The supplier’s overall Credit Rating.
  • Financial Year-End: Financial year end date
  • Currency: Currency that Annual Sales Revenue is shown in
  • Annual Sales Revenue: Annual sales revenue
  • Liquidity – Current Ratio: Total Current Assets / Total Current Liabilities. This is an indication of a company’s ability to meet short-term debt obligations; the higher the ratio, the more liquid the company is.
  • Equity in %: Shareholder Funds / (Total Current Assets + Tangible Fixed Assets) x 100. This ratio shows the worth of the company (shareholders funds) as a percentage of total current and tangible assets.
  • Number of Employees: Number of employees
  • Incorporation No: Incorporation number
  • Registered Name: Registered name
  • Ultimate Parent Company: Organisation name
  • Insurance Type: Insurance type
  • EU Airside Insurance: Do you operate airside at airports within the EU and hold the appropriate insurance?
  • Achilles ID: The Achilles ID number of the supplier
  • ESPD Compliant: Company confirms compliance on all grounds

Health and Safety

  • Health & Safety Management System: Documented: Is there a documented Health and Safety Management System (HSS)? Certified: HSS has undergone any third-party assurance or certification to OHSAS 18001, ISO 45001 or equivalent? Note that Certified will only show if a valid certificate has been uploaded.
  • Accident System – Doc.: A documented accident, dangerous occurrence and near miss reporting system?
  • Lost Time Accidents: Total number of lost time accidents in the latest reported financial year.
  • Formal Risk Assessment Process: Formal risk assessment process to identify hazards, risks and the associated control measures?

Quality Assurance

  • Quality Management System: Documented: One or more documented Quality Management Systems (QMS)? Certified: QMS has undergone any third-party assurance (for example audit) or certification to ISO 9001:2015 or equivalent? Note that Certified will only show if a valid certificate has been uploaded.

Environmental

  • Environment Management System: Documented: One or more documented Environmental Management Systems (EMS)? Certified: EMS certified to an international standard (for example ISO14001:2015) or equivalent? Note that Certified will only show if a valid certificate has been uploaded.
  • Environment Impact Assessment: Identifies the environmental impacts of operations?
  • Environmental Notices: Number of environmental improvements, prohibition or abatement notices served
  • Environmental Breach Convicted: Convicted of any breaches of the environmental laws in the countries in which it operates within the last five years?
  • Environmental Convictions: Number of convictions for offences under environmental legislation.
  • Carbon Footprint Measured
  • Environmental Incident Reporting: Formal environmental incident or near miss reporting system?
  • Environmental Regulator Notice: Notice served by an environmental regulator or authority in the countries operated in, within the last five years?
  • Hazardous Waste Producer: Generates waste that is classified as hazardous waste?
  • Biodiversity Action Plan: Carries out Biodiversity Action Plans (BAP)?
  • Ecological Management Plans: Carries out ecological management plans?

Ethical Business Practices

  • Bribery Prevention Policy: Documented policy in place to prevent bribery, corruption and fraud?
  • Corruption Conviction: Convicted of a breach of any bribery or corruption laws in the countries of operation within the last five years?
  • Tax Evasion Policy and Controls: Written policy and supporting controls detailing how to prevent the facilitation of tax evasion under Criminal Finances Act 2017?
  • CSR System for Own Organisation: Documented Corporate Social Responsibility (CSR) system?
  • CSR System for Supply Chain: Separately documented CSR policy applied to supply chain?
  • CSR Universal Across Locations: CSR policies apply equally to all locations regardless of country?
  • Operations Outside EU: Operations outside the European Union?
  • Labour Law Breach Conviction: Convicted for any breach of ethical labour practices laws in countries of operation within the last five years?
  • Irish Labour Law Compliant: In compliance with current labour laws in Ireland? Data specific to Supply-Line Network.
  • Slavery Policy Within Organisation: Documented policy to ensure that neither slavery nor human trafficking takes place within organisation?
  • Slavery Policy Within Supply Chain: Documented policy to ensure that neither slavery nor human trafficking takes place within supply chain?
  • Slavery Conviction: Convicted for breaches of any slavery laws in the countries it operates in within the last five years?
  • Forced Labour Conviction: Convicted of the use of forced, bonded or prison labour and harsh disciplinary measures within the last five years?
  • Child Labour Conviction: Convicted of a breach of any child labour laws in the countries of operation within the last five years?

Business Continuity

  • Supply Chain Manager: Manager responsible for the management of the supply chain, or a supply chain focal point?
  • Approved Suppliers Register: Maintains a register of approved suppliers?
  • Supply Chain Assessment / Audit: Assess or audit supply chain?

Primary and Secondary Business Contact

  • Details refer to the designated Primary Business Contact in the Supplier organisation. Additional contacts are available within the Questionnaire.
  • Details refer to the designated Secondary Business Contact in the Supplier organisation. Additional contacts are available within the Questionnaire.

 

Downloading

Select Suppliers using the radio buttons to the left of each row or select all using the radio button at the top of the list. The Download button at the top will become active. In the next modal choose your Filename and file type. The downloads will contain the same columns visible in Table View. Add more columns to see more data in the downloads. The downloaded files will include details of the search including the filter criteria applied.

PDF download allows up to 4,000 results to be downloaded at one time, if your results are higher than 4,000, you will only be able to download using Excel.

Following Suppliers and Commodity Codes

The Search interface allows you to select specific Suppliers and Commodity Codes that you are interested in tracking. There are three types of alert:

  • Follow Supplier State changes: Select Suppliers using the radio buttons to the left of each row and then choose ‘Follow selected suppliers’ under ‘Actions’ top right. Once set you will receive Notifications in your Dashboard when any of these Suppliers’ published status changes. See separate section under Dashboard for details on how to manage your settings.
  • Follow Supplier Credit Score changes: Follow steps described above, and if available you will also receive alerts when followed suppliers’ credit scores change. You can turn off these alerts by going to your Dashboard and clicking through to Manage Notifications.
  • Follow Commodity Codes: Run a search that includes Commodity Code filter selections. Choose “Follow selected commodity codes] under ‘Actions’ top right. Once set you will receive Notifications in your Dashboard when any Supplier starts or stops supplying the followed codes. See separate section under Dashboard for details on how to manage what you are following.

Request Information

You can use the search results to initiate a Request Information Event and add Suppliers to an existing Event. Please see the dedicated Request Information section for more details.

Updated on 10th January 2022

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