# Evaluate Supplier Performance

Rate a supplier's fulfillment after a purchase order is closed, then route the evaluation through your approval workflow.

URL: https://www.procureflow.ai/docs/purchase-orders/evaluate-supplier-performance



<Callout type="info" title="Who can use this?">
  All steps are performed by the <GuideRole>Requestor</GuideRole> (the user who created the purchase order), who is automatically assigned as the evaluator when the PO is closed. Approving or rejecting is performed by the assigned <GuideRole>Approver</GuideRole>.
</Callout>

<Steps>
  Evaluator steps [#evaluator-steps]

  <Step>
    Open the evaluation form from a closed PO [#open-the-evaluation-form-from-a-closed-po]

    When a purchase order is closed, ProcureFlow automatically sends you a notification email.

    Open the email, then click the **Rate this supplier** button (or copy the link into your browser) to go directly to the evaluation form.

    <GuideScreenshot src="/docs/screenshots/purchase-orders/evaluate-supplier-performance/01.png" alt="PO closed notification email with Rate this supplier button" caption="Step 1: The email notification sent when a PO is closed. Click “Rate this supplier” to open the evaluation form." />

    <GuideNote>
      **Note:**

       The evaluation is only created if your organisation has the Supplier Fulfillment Evaluation feature enabled. Contact your administrator if you do not receive this email.
    </GuideNote>

    <GuideScreenshot src="/docs/screenshots/purchase-orders/evaluate-supplier-performance/02.png" alt="Closed PO with Evaluate supplier button" caption="Step 1: The closed PO showing the “Evaluate supplier” button in the action bar." />
  </Step>

  <Step>
    Fill in the evaluation questionnaire [#fill-in-the-evaluation-questionnaire]

    The evaluation form loads the active template for your organisation. Each question displays a **1–5** scale (1 = Poor, 5 = Excellent).

    Complete the questionnaire:

    1. Rate the supplier on every required question (marked with an asterisk).
    2. Optionally, add remarks or attach supporting files to individual questions.

    <GuideTip>
      **Tip:**

       The progress counter at the top tracks how many required questions you have answered. The 

      **Submit**

       button stays disabled until all required questions are completed.
    </GuideTip>

    <GuideScreenshot src="/docs/screenshots/purchase-orders/evaluate-supplier-performance/03.png" alt="Evaluation form with rating questions" caption="Step 2: The evaluation form showing the 1–5 rating scale for each criterion." />

    <GuideScreenshot src="/docs/screenshots/purchase-orders/evaluate-supplier-performance/04.png" alt="Evaluation form with all questions filled" caption="Step 2: All required questions answered. The footer shows “All required questions answered” and the Submit button becomes active." />
  </Step>

  <Step>
    Submit the evaluation [#submit-the-evaluation]

    Once all required questions are answered:

    1. Scroll to the bottom of the form.
    2. Click **Submit evaluation**.

    ProcureFlow calculates the weighted final score and records the evaluation as **Completed**.

    <GuideWarning>
      **Note:**

       Submitting the evaluation locks your answers. If an approver later rejects the evaluation and requests amendments, you will be able to re-fill and resubmit.
    </GuideWarning>
  </Step>

  <Step>
    View evaluation results [#view-evaluation-results]

    After submission, the page shows a read-only summary of your evaluation.

    The summary shows:

    * The **Final score** out of 100, alongside a **Pass** / **Fail** indicator.
    * Each question's rating, listed under its criterion.

    You can return to the PO at any time using the **Back to purchase order** link.

    <GuideScreenshot src="/docs/screenshots/purchase-orders/evaluate-supplier-performance/05.png" alt="Completed evaluation summary with score" caption="Step 4: The completed evaluation summary showing a final score of 88.9/100 (Pass) and per-question ratings." />

    <GuideNote>
      **Note:**

       The passing threshold is set by your organisation's template configuration (default 60%). Scores below the threshold display a 

      **Fail**

       badge.
    </GuideNote>
  </Step>

  Requestor steps (cont.) [#requestor-steps-cont]

  <Step>
    Send the evaluation for approval [#send-the-evaluation-for-approval]

    After submitting the evaluation, the requestor can advance it to the approval workflow.

    From the completed evaluation page, click the **Send for Approval** button in the top-right action bar.

    <GuideScreenshot src="/docs/screenshots/purchase-orders/evaluate-supplier-performance/06.png" alt="Send for Approval page with approval stages" caption="Step 5: The Send for Approval page listing each approval stage configured for your organisation." />
  </Step>

  <Step>
    Assign approvers and submit [#assign-approvers-and-submit]

    Assign approvers to the stages that need them:

    1. For each stage that requires a named approver, use the dropdown to select a user from your organisation. Stages marked *Auto-approved* do not need a selection.
    2. Once all required stages are filled, click **Send for Approval** to submit.

    <GuideScreenshot src="/docs/screenshots/purchase-orders/evaluate-supplier-performance/07.png" alt="Send for Approval with approver selected" caption="Step 6: Approver selected for Stage 1. Stage 2 is auto-approved. Click “Send for Approval” to advance." />
  </Step>

  <Step>
    Approval decision and tracking [#approval-decision-and-tracking]

    Once sent, the evaluation moves to **Pending Approval** status.

    The **Approval Chain** panel on the evaluate page tracks each stage, the assigned approver, and their decision.

    The assigned approver receives an email notification and can log in to approve or reject the evaluation from this same page.

    <GuideScreenshot src="/docs/screenshots/purchase-orders/evaluate-supplier-performance/08.png" alt="Evaluation in Pending Approval state with approval chain" caption="Step 7: The evaluation awaiting approval. The Approval Chain table shows the current stage, approver, and PENDING status." />

    <GuideTip>
      **Approve:**

       The assigned approver clicks 

      **Approve**

       to mark the evaluation as 

      **Approved**

       (final state).
    </GuideTip>

    <GuideWarning>
      **Reject:**

       If the approver rejects with remarks, the evaluation returns to the evaluator for amendment. The evaluator can update their answers and resubmit, which re-enters the approval workflow.
    </GuideWarning>
  </Step>
</Steps>