---
name: supplier-onboarding
description: Structured intake flow for new manufacturers joining the platform. Covers what to ask per vertical, verification checklist, required documents, and approval workflow.
---

# Supplier Onboarding Skill

## When to Use
- New manufacturer wants to join the platform
- Existing supplier adds new product vertical
- Re-verification of existing supplier

## Onboarding Flow

```
Discovery → Application → Verification → Portal Access → Product Submission → Review → Approved
```

## Required Information by Vertical

### All Verticals (Common)
| Field | Required | Notes |
|-------|----------|-------|
| Company legal name | ✓ | Must match registration docs |
| Country of registration | ✓ | |
| Tax ID / VAT number | ✓ | Verify with local registry |
| Manufacturing address | ✓ | For factory audits |
| Contact person | ✓ | Decision maker |
| Email + Phone | ✓ | |
| Company website | ○ | |
| Years in business | ✓ | Minimum 2 years preferred |
| Annual production capacity | ✓ | Units/year |
| Export experience | ✓ | Which countries |
| Quality certifications | ✓ | GMP, ISO, etc. |

### Cosmetics Vertical
| Document | Required | Validity |
|----------|----------|----------|
| GMP Certificate (ISO 22716) | ✓ | Max 3 years old |
| ISO 9001 | ○ | Nice to have |
| CPNP Registration proof | ✓ for EU | Per product |
| Responsible Person in EU | ✓ for EU | Name + address |
| Product Information File (PIF) | ✓ | Per product |
| Stability test reports | ✓ | 3-month accelerated minimum |
| Challenge test (preservative efficacy) | ✓ | If contains water |
| INCI list with percentages | ✓ | Confidential, internal use |
| Safety Assessment (CPSR) | ✓ for EU | By qualified assessor |

### Supplements Vertical
| Document | Required | Validity |
|----------|----------|----------|
| GMP Certificate (food/pharma) | ✓ | Max 3 years old |
| HACCP Certification | ✓ | |
| Supplement Facts panel | ✓ | Per product |
| Certificate of Analysis (CoA) | ✓ | Per batch |
| Heavy metals test | ✓ | Lead, mercury, arsenic, cadmium |
| Microbiological test | ✓ | |
| Stability data | ✓ | Real-time or accelerated |
| Allergen declaration | ✓ | |
| Health claims dossier | ○ | If making claims |
| Novel Food status | ✓ for EU | If applicable |

### Food Vertical
| Document | Required | Validity |
|----------|----------|----------|
| HACCP Certification | ✓ | |
| Food Safety Certificate | ✓ | Local authority |
| Nutritional analysis | ✓ | Per product |
| Allergen declaration | ✓ | Big 14 allergens |
| Shelf life study | ✓ | |
| Packaging compliance | ✓ | Food contact materials |

## Verification Checklist

### Company Verification
- [ ] Company registration document matches provided info
- [ ] Tax ID verified with government registry
- [ ] Manufacturing address confirmed (Google Maps/Street View)
- [ ] Website exists and matches company info
- [ ] No negative news/recalls in past 3 years (Google search)
- [ ] References checked (if provided)

### Document Verification
- [ ] All required documents received
- [ ] Documents are in English or officially translated
- [ ] Certificates are within validity period
- [ ] Certificates issued by accredited bodies
- [ ] CoA matches product specifications
- [ ] No red flags in stability data

### Quality Verification
- [ ] GMP certificate from recognized body
- [ ] Lab reports from accredited labs (ISO 17025)
- [ ] Batch records sample reviewed
- [ ] Quality control process documented

## Approval Workflow

```
1. Supplier submits application
   ↓
2. Ozge (QC): Document completeness check
   → Missing docs? → Request from supplier
   ↓
3. Zeynep (Regulatory): Compliance verification
   → EU market? → Check CPNP/Responsible Person
   → Gulf market? → Check Halal readiness
   ↓
4. Mark (Business): Strategic fit review
   → Pricing acceptable?
   → Capacity sufficient?
   → Market alignment?
   ↓
5. Decision:
   ✓ APPROVED → Create supplier account, grant portal access
   ✗ REJECTED → Send feedback with reasons
   ⟳ REVISIONS → Request specific changes
```

## Red Flags (Auto-Reject)

- Company less than 1 year old
- No GMP/quality certification
- Cannot provide CoA for any product
- Previous regulatory violations
- Refuses to share INCI percentages (even confidentially)
- No export experience and targeting regulated markets

## Post-Approval

1. Create supplier entity in OOi (type: supplier)
2. Generate portal credentials
3. Send welcome email with:
   - Portal login instructions
   - Product submission guidelines
   - Document upload requirements
   - Contact for support
4. Schedule onboarding call (optional for strategic suppliers)
5. Add to supplier newsletter/updates list

## Data Storage (OOi)

```yaml
type: supplier
layer1:  # Public
  name: "Supplier Name"
  country: "DE"
  certifications: ["GMP", "ISO 22716"]
  verticals: ["cosmetics", "supplements"]
  
layer2:  # B2B visible
  products_count: 15
  established_year: 2015
  export_markets: ["EU", "Gulf", "Asia"]
  
layer3:  # Network visible
  factory_address: "..."
  capacity: "500,000 units/year"
  lead_time: "4-6 weeks"
  
layer4:  # Internal only
  contact_person: "..."
  payment_terms: "Net 30"
  margin_structure: "..."
  notes: "..."
  
layer5:  # Relations
  - products: [product_ids]
  - documents: [cert_ids]
  - projects: [project_ids]
```