# 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. 

      **Submit evaluation**

       also needs every approver picked, which you do in the next step.
    </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." />
  </Step>

  <Step>
    Pick approvers and submit [#pick-approvers-and-submit]

    Below **General remarks & supporting documents**, the **Approvers** card lists every stage of your organisation's supplier evaluation approval workflow.

    Some rows need no pick:

    * **Round-robin**: ProcureFlow assigns one of the eligible approvers automatically.
    * **Auto-approved**: no approver is needed at this level.
    * A name shown instead of a dropdown: the approver is fixed, so there is nothing to choose.

    Pick the approvers and submit:

    1. In each row that shows **Select Approver**, open the dropdown and choose an approver.
    2. Click **Submit evaluation**.

    ProcureFlow calculates the weighted final score, sends the evaluation for approval and emails the approvers of the first stage. The **Approval Path** now shows where the **Approvers** card was.

    <GuideTip>
      **Tip:**

       The bar at the bottom counts the required questions and the approver picks still missing. 

      **Submit evaluation**

       stays disabled until both are done.
    </GuideTip>

    <GuideNote>
      **Note:**

       If your workflow needs no approver for supplier evaluations, the card reads 

      **No approval is needed for this evaluation**

       and submitting approves the evaluation straight away. If a stage shows 

      **No Eligible Users Found**

      , ask your administrator to fix the approval workflow, because 

      **Submit evaluation**

       stays disabled until it is fixed.
    </GuideNote>

    <GuideScreenshot src="/docs/screenshots/purchase-orders/evaluate-supplier-performance/04.png" alt="Approvers card with an approver picked for each stage" caption="Step 3: The Approvers card above the submit bar. Stage 2 is parallel, so both of its approvers must approve." />
  </Step>

  <Step>
    Track the approval [#track-the-approval]

    The evaluation shows as **Pending approval**, and its page is now read-only. The page shows:

    * The **Final score** out of 100 in the top card, with a **Pass** or **Below threshold** badge when your template sets a passing threshold.
    * Your answers in the same controls you filled in, locked: the option you picked stands out and the others are greyed out.

    The **Approval Path** lists each stage from left to right:

    * Approvers stacked in one stage review in parallel, and every one of them must approve before the next stage starts.
    * Each approver reads **Approved**, **Awaiting** (their stage has started), **Awaiting turn** (an earlier stage is still open), **Rejected** or **Cancelled**.
    * Click an approver to read their remarks.

    ```mermaid
    flowchart LR
        A[In progress] -->|Submit| B[Pending approval]
        A -->|Submit, no approver needed| C
        B -->|Every stage approves| C[Approved]
        B -->|Any approver rejects| D[Rejected]
        D -->|Revise and re-submit| B
    ```

    <GuideScreenshot src="/docs/screenshots/purchase-orders/evaluate-supplier-performance/05.png" alt="Evaluation pending approval with the Approval Path" caption="Step 4: Stage 1 has approved and stage 2 is awaiting its approvers." />
  </Step>

  Approver steps [#approver-steps]

  <Step>
    Approve or reject [#approve-or-reject]

    When your stage starts, ProcureFlow emails you a link to your own approval page. Admin, Procurement Admin and Procurement Buyer users can also find the evaluation under **Approvals → Evaluation Approvals** in the navigation.

    Review the evaluation, then decide in the bar at the bottom of the page.

    To approve, click **Approve**. The next stage starts once every approver in your stage has approved, and the evaluation is **Approved** when the last stage completes.

    To reject:

    1. Click **Reject**.
    2. Enter your reason in **Rejection reason (required)**.
    3. Click **Reject** in the dialog.

    A rejection returns the evaluation to the evaluator, and anyone in the round who had not decided yet shows as **Cancelled**.

    <GuideScreenshot src="/docs/screenshots/purchase-orders/evaluate-supplier-performance/06.png" alt="Approver's page with Approve and Reject in the bar at the bottom" caption="Step 5: The approver's page, with the decision bar at the bottom." />
  </Step>

  Evaluator steps (cont.) [#evaluator-steps-cont]

  <Step>
    Revise a rejected evaluation [#revise-a-rejected-evaluation]

    ProcureFlow emails you the approver's reason and a link to the evaluation. Open it to revise, with your previous answers already filled in:

    1. Read who rejected it and why at the top of the page.
    2. Change the answers that need it.
    3. Click **Re-submit evaluation**.

    The evaluation goes back to the same approvers, starting from stage 1, as a new round. Pick **Round 1** from the round dropdown on the **Approval Path** to see the round that was rejected.

    <GuideScreenshot src="/docs/screenshots/purchase-orders/evaluate-supplier-performance/07.png" alt="Rejected evaluation with the approver's reason above the form" caption="Step 6: The rejection reason above the form, and the rejected round in the Approval Path." />

    <GuideScreenshot src="/docs/screenshots/purchase-orders/evaluate-supplier-performance/08.png" alt="Approval Path on round 2 with the round dropdown" caption="Step 6: After re-submitting, round 2 is shown and the round dropdown lists round 1." />

    <GuideTip>
      **Tip:**

       The evaluation ends 

      **Approved**

       once every stage approves, and ProcureFlow emails you.
    </GuideTip>
  </Step>
</Steps>