The Full supplier list (under Overview in the menu) shows every supplier on one page (the first 200 rows, then Show more or Show all): tier, address, contract dates, renewal notice status, owners and contacts. It's the quickest way to answer "who do we use and when do their contracts end?", to tidy up details in bulk, or to hand someone a spreadsheet.
Where to find it
Select "Full supplier list" in the menu. On a phone it's in the tab strip at the top.
The columns
| Column | What it shows |
|---|---|
| Supplier | Name, with area and sub-category underneath |
| Tier | The T1 to T4 chip and tier name |
| Address | The supplier's address, or "Not recorded" |
| Contract start | From "Contract, notice & renewal" on the record |
| Contract end | With "Auto-renews" if the contract renews automatically |
| Renewal notice | A coloured light and label, the notice period ("90 days' notice"), and "by date (countdown)" or "was due date". If the deadline to change volumes or prices has passed, that's shown too. |
| Business owner | The business owner (SRO); if none, who requested the supplier; otherwise "Not named". Underneath: "Managed by supplier manager". |
| Supplier lead and contact | The main contact's name, role, email and phone, or "No contact" |
| Notes | The record's notes |
Select any row to open that supplier's record.
The traffic lights
The legend at the top shows a live count for each colour.
| Light | Means | Labels you'll see |
|---|---|---|
| Red | Notice due within 30 days, review not started within 45 days of the deadline, or a deadline missed | "Notice missed", "Change deadline missed", "Act now" |
| Amber | Review window open (it opens 90 days before the earliest deadline unless you've changed this) | "Review now" |
| Green | Review window not open yet, or a decision has been made | "On track", "Decided" (notice served or renewal agreed) |
| Grey | No end date, ended or closed | "No end date", "Ended", "Exiting", "Closed" |
Notice deadline = contract end date − notice period (days)
Review window opens = earliest deadline − review lead days
Example: a contract ending 30 June 2027 with 60 days' notice must be given notice by 1 May 2027. With the standard 90-day lead, it turns amber on 31 January 2027 and red from 1 April 2027 (30 days before). The lead time is set in Settings ("Start renewal reviews this many days before the earliest deadline") and can be changed on each contract.
Search, order and closed suppliers
- Search box ("Search name, address, notes, people…"): matches name, legal name, address, notes, business owner, supplier lead, tier and area.
- Order: "Most urgent notice first" (the default: red, then amber, then green, then grey; within a colour, the nearest deadline first, then by name) or "A to Z".
- "Include closed suppliers": Offboarded suppliers are hidden unless you tick this.
- The Area filter in the top bar also applies.
How to edit in place
You can update many suppliers without opening each record.
- Select "Edit in place". (Not shown if you have view-only access.)
- Change what you need: contract start and end dates, days' notice, business owner (a list of your stakeholders), supplier lead name, role, email and phone, address and notes.
- Each change saves straight to the supplier record and is noted in its activity. There's no separate save button.
- Select "Done editing" when finished. Use "Open supplier" on any row to open the full record.
Download and print
- "Download spreadsheet" saves "Full supplier list date.csv", which opens in Excel. It follows your current search, filters and order. Columns: Supplier, Area, Tier, Address, Contract start, Contract end, Notice period (days), Notice by, Notice status, Business owner, Supplier manager, Supplier lead, Lead role, Lead email, Phone, Notes.
- "Print" prints the page, or saves it as a PDF from your browser's print window.
To bring suppliers in from a spreadsheet, use Settings › Import suppliers from a spreadsheet. See Import your suppliers. For data about everything, not just suppliers, an admin can use "Download all data". See Audit trail and packs.
Good to know
- Long tables show their first 200 rows (50 on the Dashboard), with "Showing X of Y", Show 500 more and Show all underneath. Printing, and every download for Excel, include every row.
- With more than 150 suppliers, the list updates a moment after you stop typing in the search box, so typing stays quick.
- The renewal light here is exactly the same as the Renewal light on each record and the Renewals page, so they always agree.
- If a supplier shows "No end date", add the contract dates on its record (or in Edit in place) so its notice deadline can be tracked.
- If nothing matches your search you'll see "No suppliers match. Try a different search."
Related
Still have a question?Email hello@suppliervault.co.uk or use the contact form. Try anything safely in the live demo.