Admin > Vendor Rating Settings > Audit Default Settings > Automatic Audits

You can have audits sent out automatically to easily request expired documents from your suppliers. We check whether checklist items have expired based on the end date for the checklist item (Vendors > Suppliers > Documents > Checklist items).

Based on the settings you choose, audits are automatically created and sent to the supplier. When they resubmit the audit, it will appear with the status 'Back from supplier' in Vendor Rating > Audits. Here, you need to review the audits and approve or reject them using a workflow.

Automatic audits are set up by category and checklist item. For each category and checklist item, you decide when the audits should be sent and to which contact person.

Set up automatic audits

1. Click 'Add' to create a new rule. A list of settings will appear; all settings except the description must be filled in.

   Setting	Explanation
   Name	The name of the automatic audit rule. This is for internal use only.
   Description	The description of the automatic audit rule. This is for internal use only.
   Categories	The categories this automatic audit rule should apply to. All suppliers linked to these categories will receive the automatic audit.
   Checklist item	The checklist items you want to request in the automatic audit.
   Workflow	The audit workflow to be linked to the automatic audits.
   Frequency	Set how often the automatic audits should be sent. At this time, the automatic audits are created and sent. We check the rule at that moment to see which checklist items have expired or are about to expire (see Expiring items) as of yesterday.
   Item expiration	The margin for expired checklist items. If you set 2 weeks here, all checklist items that expire within 2 weeks at the time of the automatic audits will be requested from the supplier.
   Default contact type	The audit will be sent to a contact person at the supplier with this contact type.
   Notification email	The invitation email that will be sent to the supplier. Here you select an email template that is set up in Admin > Vendor Rating settings > Audit default settings > Audit email settings.
   Signal user	The signal user for the audit. This is an internal user who receives notifications when a supplier has submitted the audit.
   Active	This determines whether this automatic audit rule is active. Automatic audits are only created if this is ticked.
   Next date	You can set a specific date here for the next time the automatic audits are created. This allows you to specify exactly when the next audit will be sent.

2. Click 'Add' to save the rule.