Modules and forms

SupplierVault ships with modules that you switch on or off and a set of standard forms. This page explains how to set it up so it matches how your team works. You'll find it under Setup → "Modules & forms".

In the live service only an admin can change modules, forms and packs. Editors and view-only colleagues can see the page but their changes are refused with "Only an admin can change this setting."

Quick start: pick how your team works

At the top, under "Quick start · you can still change single modules below", there are four operating models. Choosing one switches every module to that model's settings at once.

Preset	Best for	Switches off
"Supplier management + procurement" (default)	One team runs sourcing through to exit.	Nothing
"Supplier management office"	Procurement is a separate team.	Sourcing
"Finance-led onboarding"	Accounts payable sets suppliers up: forms, penny test and payments.	Sourcing, governance, spend, renewals and third-party risk
"Third-party risk office"	A risk team runs assessments, governance and exit.	Sourcing, payments and spend

If you then switch one module on or off by hand, the preset shows as custom. Nothing you've saved is deleted when a module goes off; it's just hidden.

Bolt-on modules

The Dashboard, onboarding, tasks and stakeholders are always on. Everything else can be switched on or off:

Module	What it adds	Plan
Procurement & sourcing	Requirements, RFI/RFP, weighted evaluation, award and tender savings.	Professional and above
Purchase requests	One-off purchases from approved suppliers: anyone can ask, the budget holder signs off, checks run and a purchase order goes to the supplier.	All plans
Supplier portal	Suppliers complete their own onboarding and exit forms instead of your team keying them in.	Professional and above
Governance framework	Segmentation, governance meetings, artefacts, escalation path, RACI and the savings register.	Professional and above
Service improvement	A register of improvement ideas, followed through to delivered and checked benefits.	Professional and above
Third-party risk	Risk requests and register, inherent and residual risk, re-assessment cycle and certificates. The "AI in use" page follows this module.	Professional and above
AI management (ISO/IEC 42001)	Off until you switch it on. An AI register, AI risk and impact assessments, AI policy, Statement of Applicability, audits, management reviews and an evidence pack. See Using AI management.	Professional and above
Payments & accounts	The Finance set-up form, penny test and call-back, invoices and payment holds.	All plans
Spend & consumption	Commitment drawdown, usage, run-rate forecasts, overage and invoice-to-usage checks.	All plans
Renewals & notice	Review windows, notice deadlines, auto-renewal and the renewal workflow.	All plans
Offboarding	The exit checklist and supplier exit forms.	All plans
AI assistant	Ask about your suppliers in plain English and have it draft emails, purchase requests and improvement ideas for you to check.	All plans (fair-use allowance)

When a module is off, its page tab disappears, its sections and form fields that depend on it are hidden, and its items no longer appear in the Dashboard's attention list. A module your plan doesn't include shows a plan chip such as "Professional" and its switch is greyed out.

Compliance packs

Packs are ready-made question sets for particular kinds of supplier, such as Facilities contractors, recruitment agencies or technology providers. Switching one on adds it to your onboarding forms. They're explained fully in Compliance packs. The quickest way to switch on the right ones is to answer the What you buy questions.

Standard onboarding and offboarding forms

The forms table has the columns "Form", "Completed by → approved by", "Required when", "Use" and "Blocks go-live", with "Edit fields" and "Blank form" buttons on each row.

Form	Completed by → approved by	Required by default	Blocks go-live by default
Onboarding intake request	Requester → Procurement	Always	Yes
Supplier set-up form (Finance)	Supplier → Finance (AP)	Always (needs Payments & accounts)	Yes
Bank verification (penny test)	Supplier and Finance → Finance (AP)	Always (needs Payments & accounts)	Yes
Third-party risk assessment request	Business owner → Security	Systems access, personal data or business-critical	Yes
Internal privacy assessment	Business owner and supplier manager → Privacy (DPO)	Personal data or cross-border transfer	Yes
Security questionnaire	Supplier → Security	Systems access	Yes
Supplier code of conduct	Supplier (signature) → Procurement	Always	Yes
AI use assessment	Supplier → AI governance team	Only when the supplier record says AI use is "yes"	Yes
Conflict-of-interest declaration	Requester → Procurement	Always	No
Supplier exit confirmation	Supplier → Supplier manager	Offboarding	n/a
Internal offboarding sign-off	Supplier manager → Business owner (SRO)	Offboarding	n/a

How "Required when" works

The intake request has a "Triage flags" section: questions such as whether the supplier will use AI, handle personal data, access your systems, transfer data abroad, or be business-critical. "These answers decide which due-diligence forms are required."

For each form you tick which triage questions make it required. The rule is:

If any ticked question is answered Yes, the form is required.
If all ticked questions are answered No, it isn't required.
If any is unanswered or "Unknown", it is required, so nothing is missed while you wait for answers.
Tick none and the form is always required.

You can use any yes/no question you add to the intake form as a rule too ("Add yes/no questions to the intake form to use them as rules.").

Under "Which suppliers can need it?" you can also limit a form to some tiers or areas. All four tiers start green (✓). Click a tier to turn it red (✕), and suppliers in that tier never see the form on their record or in the supplier portal. Tick no areas for every area.

"Use" and "Blocks go-live"

"Use" switches a form on or off. "Blocks go-live" (onboarding forms only) means the supplier can't be approved to go live until the form is approved. The full set of go-live gates is:

Checklist: every onboarding task done.
Forms: every form that is switched on, required for this supplier and set to block go-live must be approved.
Risk assessed (if the third-party risk module is on): a last-assessed date and a sanctions result of "clear".
ERP & PO (if the payments module is on): an ERP id and a purchase order number recorded.

See Onboarding a supplier for how the gates appear on a record.

Edit a form's fields

Click "Edit fields" on the form's row.
Under "Form details" you can rename the form and change "Completed by" and "Approved by".
Each field shows its type, "linked to the supplier record" if its answer fills a field on the record, and "added by you" if it's your own. For each field you can tick "Required", "Hide"/"Show" a standard field, or "Remove" one you added.
"Edit wording" lets you change the "Question", "Help text" and, for pick lists not linked to the record, the "Options, separated by commas". Changed fields show "· changed".
Click "Preview form" to see it as the person completing it will.

Standard fields can be hidden or made required but not deleted, so built-in features that depend on them keep working.

Add a field

Under "Add a field" enter the "Question or label", choose the "Answer type" and "Section", add options if needed, optional help text, tick "Required" if it must be answered, then click "Add field".

Answer types: Short text, Long text, Email, Phone, Date, Number, Amount, Yes / No, Yes / No / Unknown, Pick one, Pick several, Tick box / attestation, Typed signature and Last 4 digits.

Add a section

Under "Add a section" give it a "Section title" and choose who completes it: Supplier, Requester, Business owner, Procurement, Supplier manager, Finance, Security, Privacy or Legal. Sections completed by "Supplier" are the ones that go to the supplier portal.

Create your own form

For anything your process needs that isn't covered, such as an insurance declaration, an ESG questionnaire or a site induction record:

Under "Create a form", enter the "Form name".
Choose "Used for": Onboarding or Offboarding.
Choose "Completed by" and "Approved by" (the approver can be anyone except the supplier).
Tick "Must be approved before the supplier goes live" if it should block go-live.
Click "Create form and add fields". The form is created switched on, with one section called "Details", and the editor opens so you can add questions.

To remove a form you created, open its editor and click "Delete form". Answers already given are kept on supplier records.

Download a blank form

"Blank form" saves a printable web page called "<Form name> (blank).html", with your logo and brand colour, every section and tick boxes for choices. Required fields are marked with *. You can open it in a browser and print it or save it as a PDF. The set-up and penny test forms carry a reminder: "Never send full bank details by email. Send them on company letterhead to" your accounts payable email.

Other panels on this page

"What each supplier record shows": hide sections or show them only for some tiers or areas, and rename labels. See Customise supplier records.
"Supplier areas": the parts of the business suppliers serve (standard: Technology, Facilities, People & HR, Marketing, plus "Other", which is always there). Add an area, remove one with ×, or "Reset to standard list". "Removing an area keeps it on suppliers already tagged with it, so nothing is lost." Editors as well as admins can change areas.
"Your branding" and "Organisation details used in forms": your logo, brand colour, organisation name and accounts payable email used on forms, letters and the portal. See Settings.

Good to know

Answering the What you buy questions again resets the packs and some layout rules to match your answers, so do any hand-tuning of packs after answering.
Switching a module off never deletes data. Switch it back on and everything returns.

Still have a question?Email hello@suppliervault.co.uk or use the contact form. Try anything safely in the live demo.