How to Manage Vendor Agreements and Notifications as a Service Provider in Qualer

This guide will help you navigate through managing vendor agreements, setting up notifications, and verifying agreement counts in Qualer as a sponsored client (service provider). Follow the steps below to efficiently manage your tasks.


1. Setting Up Notifications

To stay updated on upcoming vendor agreement expirations, follow these steps to set up notifications:

  1. Sign In to Qualer as a Sponsored Client.
  2. Enable Notifications and SMS:
    • Ensure that the subscription events for notifications and SMS are enabled for your account.
  3. Create a Notification:
    • Navigate to the notifications setup area.
    • Set Notification Name: "About My Vendor Agreements - Agreement Upcoming Expiration".
    • Enter the Subject: "About My Vendor Agreements - Agreement Upcoming Expiration".
    • Include Variables in the Body: {ClientCompanyName}, {VendorCompanyName}, {AgreementNumber}, {PoNumber}, {StartDate}, {EndDate}, {ServiceQuoteURL}.
    • Set Notification Timing: Select "Days before" and set it to 1 day before the agreement expiration.



2. Navigating the Vendor Agreements Dashboard

Access and verify your vendor agreements efficiently by following these steps:

  1. Access Vendor Agreements:

    • Hover over the "Assets" menu at the top of the screen and click on "Vendor Agreements".
    • The "Vendor Agreements" dashboard will be displayed, showing a summary of all agreements.

  2. View All Agreements:

    • Click on the "All Agreements" link in the left sidebar.
    • Note the counter number near the "All Agreements" filter to keep track of the total agreements.

  3. Verify Agreement Counts:

    • Scroll to the top of the "All Agreements" table.
    • Confirm that the number of "* items" displayed at the top matches the counter number near the "All Agreements" filter.

  4. Check Vendor Quotes and Expiring Agreements:

    • Vendor Quotes: Note the number near the "Vendor Quotes" filter.
    • Expiring Soon: Note the number near the "Expiring Soon" filter.


3. Reviewing and Accepting Vendor Quotes

To manage and accept vendor quotes, follow these steps:

  1. Sign In to Qualer as a Sponsored Client if not already logged in.

  2. Navigate to Vendor Agreements:

    • Hover over "Assets" and click on "Vendor Agreements".
    • Ensure that the "Vendor Agreements" dashboard is shown with all agreements listed.

  3. Access Vendor Quotes:

    • Click on the "Vendor Quotes" link in the left sidebar.
    • Verify that the "Vendor Quotes" counter value has incremented by 1, indicating new quotes.

  4. Search and Review New Agreements:

    • Enter the name of the newly created agreement in the "Search agreements..." field and click the search icon.
    • Click on the agreement name link to view the agreement details.

  5. Accept the Vendor Quote:

    • On the "Service Agreement" page, check the box for "I agree to the terms and conditions of this service agreement".
    • Click the "Accept Quote" button on the right sidebar.
    • The agreement state should update to "Accepted" with the current date shown in the "History" section.

  6. Return to Agreement List:

    • Click "Return to Agreement List" on the right sidebar.
    • Verify that the "All Agreements" counter value has incremented by 1.

  7. Review Expiring Soon Agreements:

    • Click on the "Expiring Soon" link in the left sidebar.
    • Confirm that the "Expiring Soon" counter has increased by 1.


4. Verifying Notification Content Through Email

Ensure all notifications are correctly sent by verifying their content via email:

  1. Check Email and SMS Notifications:

    • Test to confirm that notifications are received as intended.

  2. Review Notification Email:

    • Open the email with the subject: "About My Vendor Agreements - Agreement Upcoming Expiration".
    • Verify that all relevant details (e.g., "Client Company Name", "Vendor Company Name", "Agreement Number", etc.) are present and correct.

  3. View the Agreement from the Email:

    • Click on the agreement number or title URL link in the email to navigate directly to the service agreement page.