Once a Vendor is invited to Felix, the Vendor's profile receives a distinct status. The assigned status reflects the vendor's progress toward onboarding to your Organisation, as well as the Vendor's eligibility for sourcing activities.

Related Permissions

To transition a Vendor into the Approved, Declined, Pending Resubmission, or Not Proceeding status, the organisation user must have the "Review Compliant Vendor Applications (Approve, Request Changes, Not Proceeding)" or "Review All Vendor Applications (Approve, Request Changes, Not Proceeding)" permission.

Understanding Statuses

The following table outlines the standard Felix Vendor statuses and the specific vendor behaviours associated with each vendor status:

Vendor Status	Description & System Behaviour
Invited	The Vendor has received an invitation to join the Organisation on Felix, or the vendor has completed the first step of self-registration through the Organisation's public registration page.
Pending Approval	The Pending Approval status will show, when the Vendor has submitted an application to the Organisation on Felix. An Organisation user must review and approve the application. The Pending Approval status precludes the Vendor from amending questionnaire responses or updating vendor details.
Pending Resubmission	The Pending Resubmission status acts as an actionable request for changes before the Organisation can approve the Vendor. The Pending Resubmission status alerts both the Vendor and the Inviter via email. The Vendor sees a non-dismissible noticeboard message on the vVndor dashboard containing the organisation's change request. The vendor receives up to four automated email reminders on a schedule (3 days, 7 days, 14 days, and 21 days after the status change) until the vendor resubmits the application. Organisation users can view the reminder count and dates on the vendor profile. Upon vendor resubmission, the vendor status returns to Pending Approval, and sign-off tasks that no longer apply to the vendor application are automatically deleted.
Approved	The Vendor application has been approved by an Organisation user. The Approved status precludes the vendor from amending questionnaire responses or updating the Business Number.
Not Proceeding	The Not Proceeding status serves as an unconditional decline of the vendor's application. The Not Proceeding status is final; the vendor cannot re-submit the application, and the Submit button is disabled on the vendor dashboard. Applying the Not Proceeding status also moves all associated vendor panels to the Not Proceeding status.
Suspended	The Suspended status will appear when a vendor was previously approved but has since been suspended. The Suspended status precludes the vendor from being engaged through sourcing activities within Felix, such as the Browse Panel or RFQs. To automatically suspend a vendor due to expired compliance documents, the Automatic Suspension feature must be enabled for the organisation.
Declined & Prevented from Applying	The legacy Declined and Prevented from Applying statuses remain in Felix for historical data purposes, or for Organisations who have not transitioned to the Pending Resubmission and Not Proceeding statuses, but organisation users can no longer move vendors into the legacy statuses. For Organisations that have not yet transitioned to the Pending Resubmission and Not Proceeding statuses, the Declined and Prevented from Applying statuses will continue to function as normal.

Updating a Vendor Status

1. Navigate to the specific vendor profile currently in the Pending Approval status.
2. To request changes from the vendor, click the Request Updates button.
3. The Request Updates action triggers a confirmation modal. The Organisation user must type a message into the modal explaining what the vendor needs to change. 
4. To unconditionally reject the vendor, click the Not Proceeding button.
5. The Not Proceeding action triggers a confirmation modal. The Organisation user must type a message to the vendor into the modal. The organisation user also has the option to type an internal note into the modal. The vendor receives the vendor message via email but will not see the internal note.

 

Troubleshooting

• The vendor cannot edit the vendor submission: Ensure the vendor is currently in the Pending Resubmission status. If the vendor was manually unlocked under a legacy workflow, ensure the panel registration dates for the specific panel have not closed. Panel registration dates are controlled by the panel feature configuration.
• The vendor is not receiving compliance reminders:
  • Check if the Vendor is in the Not Proceeding status. The Not Proceeding status automatically filters the vendor out of compliance expiry notification emails.
  • Check that the email address expecting to receive the email, is a User on the Vendor account. 
  • Follow the Troubleshooting Email Notifications article.