Overview
Open Suppliers in the EUDR module to manage company and contact details, linked articles and responsibility within your team.Creating, inviting and reviewing are separate steps. Creating or importing supplier master data does not send an invitation or establish EUDR compliance. A later article or order import can trigger requests through configured automations. See automatic requests.
Finding and Filtering Suppliers
Search by supplier name. Use the country, compliance and Assignee filters as needed. Active filters apply together; reset them if an expected supplier is missing. EUDR-relevant only hides suppliers with the compliance status Not EUDR Relevant. These include suppliers without EUDR-relevant articles and those whose relevant articles are all out of scope. The switch is on by default, but your company’s configuration may set a different initial value. Opening a direct supplier link from a notification removes the default relevance filter. Show deleted also includes deleted records in the list. The marker on each row distinguishes them from active suppliers.Importing Suppliers (Excel or CSV)
Download the current template from the menu beside Import. The Excel template (.xlsx) includes a Guide sheet with required fields and accepted values. CSV is also supported.
Template Fields
The supplier’s country is not automatically the country of production of the commodities. ISO codes such as
DE are the least ambiguous import value; Polygon One also recognises English and supported localized names such as Germany or Deutschland. Which supplier address? explains how this field affects the workflow.
Performing the Import
1
Prepare the file
Complete the template. Keep an existing external ID when updating the same supplier. If you use your own column names, configure their mapping under Settings → CSV Imports → Suppliers.
2
Select the file
Click Import in the supplier list and choose the Excel or CSV file. If no overwrites need confirmation, the import starts directly after the file is checked.
3
Confirm overwrites if requested
When existing values would be replaced, a preview opens. Review the changes and select which of the displayed updates to apply. In particular, check the primary email, country and external ID. Then confirm the import or cancel.
4
Check the result
A completely successful import of new records shows a short confirmation with the imported count. If the run contains updates, skipped rows or failures, a detailed result view opens instead. Correct failed rows and import those again; a mixed result does not mean every row was saved.
Imported additional contacts are added to existing contacts. An empty CC field does not remove existing contacts. Remove unwanted recipients explicitly in the edit dialog. An invalid CC address makes that import row invalid.
Creating Suppliers Manually
1
Open Create
Click Create in the supplier list.
2
Enter the master data
Enter Supplier name, a valid Email, Country and an Address. The street/address field cannot be empty. Optionally add a contact person, external ID and additional contacts. Under Articles, you can assign existing articles.
3
Save the supplier
Click Create. If the form reports a name or external ID already in use, check the existing supplier. After saving successfully, you can edit the supplier or invite them separately.
Editing Suppliers
Open ⋯ → Edit on the relevant row, adjust the master data or article assignment, and save. Changes to the form fields are applied only when you save.Additional Contacts (a Second Contact Person)
Under Additional contacts, add an email address or remove one after confirmation. These addresses receive supplier emails in copy (CC); the primary email remains the main recipient. The primary address cannot also be added as an additional contact.Primary Email and Security Codes
The primary email is the contact address for invitations and messages. If the supplier has confirmed their own security-code address in the portal, it is displayed with its confirmation date below the email field. Changing the primary email does not replace that confirmed security address. One-time codes are not sent by CC. An additional contact confirms their own address in the portal to use it for security codes. Removing a CC contact removes it from the email distribution. If that address is also the most recently confirmed security address, it remains registered for that purpose until the supplier confirms another.Assigning Responsibility Within Your Team
In the buyer view, Assignee shows the responsible team member. Filter by Me, Unassigned or a specific member. With the appropriate permission, use ⋯ → Assign to to assign a supplier or clear the assignment. For several suppliers, select active rows and use the assignment action above the table. Responsibility organizes work; it does not change who can view data. Creating, editing, importing, deleting and assigning suppliers are governed by your company’s permissions. Invitations also require the appropriate role. See Roles and permissions.Inviting Suppliers
1
Open a request
For an existing supplier, select ⋯ → Request information. You can also start an invitation with Invite above the table.
2
Check the recipient and scope
Review the contact details and selected EUDR-relevant articles. Add instructions for the supplier if needed. If a supplier has articles but none are EUDR-relevant, submission is blocked; check the article assignment first.
3
Choose delivery
Choose automatic email delivery or manual sharing. Manual sharing provides a link and message to copy and send yourself.
4
Check the result
A created link does not mean an email was sent. If automatic delivery fails after the invitation was created, the dialog shows a warning and provides the link for manual sharing.