New Supplier Onboarding - Local Supplier

Purpose and Scope

This SOP provides a structured approach to expanding our supplier network while maintaining high standards to ensure seamless operations. It applies to all brands under our company, including Ramp Champ, Kids Car Sales, and Eco Off Grid. The procedure ensures efficient supplier onboarding, from initial contact to product listing and ongoing relationship 

Search for Potential Suppliers

Methodology

Use common keywords or terms customers might use to search for products within your store’s niche. Look for suppliers who offer unique products and meet the criteria outlined below:

  • Ramp Champ

    • Keywords: “carbon wheelchair ramps,” “folding wheelchair ramps,” “aluminium wheelchair ramps.”

    • Criteria: Unique designs/styles unavailable from current suppliers (e.g., Heeve, PVI); no dropshippers.

  • Kids Car Sales

  • Eco Off Grid

    • Keywords: “off-grid solar systems,” “off-grid living products,” “sustainable off-grid solutions.”

    • Criteria: Products suitable for off-grid living; no dropshippers.

Tools

Use platforms such as Google, LinkedIn, Alibaba, and industry directories to identify potential suppliers.


Review and List Potential Suppliers


Evaluation

Tracking

  • Create a Trello card for each potential supplier, with milestones and progress checklists (e.g., initial contact, documentation review, contract signing).See sample.


Contacting Potential Suppliers

Initial Contact

Documentation

For suppliers like Dropshipzone, refer to the Automatic Supplier Onboarding (Integration Available) Dropshipzone SOP for integration-specific instructions.

Supplier Approval

Approval Process

  • Move approved suppliers to the "Approved Suppliers" section on the spreadsheet.

  • Complete the Onboarding Supplier Checklist in SCOPE.

  • Link all onboarding documents under Column P: "Link to screenshot of Onboarding Documents."

File Management

  • Create a supplier folder in the appropriate store’s drive under “Suppliers” (e.g., Ramp Champ → Suppliers).

  • Add a Supplier Info Sheet containing the below: (see sample)


Company Name

Contact Person

Business Name

Website

Business Address (if different from WH address)

Warehouse Address

Phone Number

Email

Order Email

Products

Availability (dispatched within 24hr, MTO, special order, etc)

Dispatch Arrangements

Customer Pick Up: Yes/No

Returns Policy (if applicable)

Payment terms

Group Shipping Location:

PLI (if applicable):

Inventory Integration: Yes/No, if none, ask how often they can send an SOH to us (Daily, Weekly, Monthly)

Additional information (ie who they spoke with, first contact, etc)


  • Request the price list, product photos, manuals, product descriptions, and/or sources where you can find them. Make sure to save these to the supplier folder.


  • Review any documents that need to be signed by the director/CEO or accounts to see if they pose any threats to our business. Use ChatGPT to get a summary of the document and potential risks. Send the document to the proper department for signing. 



Price Confirmation and Product Listing


  • Review the price and confirm whether we’re getting a discount off RRP or adding a markup to the distributor’s price. Use the correct template on your store’s product master sheet.


  • Once you’ve determined the price and know the products you wish to list: 


  • Create product folders in the drive for separate product information per category.

  • Add products to the product master sheet (PM). You can either use the product title as how the supplier is advertising them or suggest a name that would provide a more detailed description of the product.

  • Include links to product pages for the Content team.



Note: If the products need to be approved, contact your Leads for approval and make the necessary changes.


  • Send a request to the Content team to upload the new products providing specific instructions on how you want the product/s listed. Include a brief explanation of the product/s, its specifications and features, the price applied, etc. This would include a request to create a Group Shipping Location in Shopify (see sample)

  • Once the product/s is uploaded and published, advise the Sales team and request feedback. 



First Order and SOP Adjustments

Order Review

  • Assess the first order for pricing accuracy and process flow.

  • Coordinate with the Customer Service Manager for order processing.

Feedback Loop

  • Follow up with the supplier one week after the first order to gather feedback on ordering and payment processes.

  • Use insights to refine the SOP as necessary.

Ongoing Supplier Relationship Management

  • Schedule periodic reviews of supplier performance.

  • Stay updated on new products or changes in terms.

  • Maintain strong communication to foster long-term partnerships.