Workflow: Onboarding a New Supplier

Step-by-step guide — How to set up a new supplier in Jules so your traders can start purchasing from them.

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When to use this workflow

Use this workflow when your organization begins a new trading relationship with a supplier — a recycling yard, collector, processor, or broker — and needs to register them in Jules before creating purchase operations.

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Prerequisites

Before starting, you need:

• The supplier's legal name, address, and tax ID
• At least one physical site address (yard, warehouse, or facility)
• A commercial contact name and email
• The material qualities the supplier can provide
• Default pricing terms (currency, incoterm, payment terms)

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Step-by-Step

Step 1 — Create the Company

Navigate to Companies and create a new company:

Tip: A company can be both SUPPLIER and CUSTOMER if you trade in both directions with them.

See Companies, Sites & Contacts for field reference.

Step 2 — Create the Site

A site is the physical location where goods will be collected. Create at least one site under the company:

Step 3 — Configure Site Qualities

This is the critical step that most users miss. Before a site can be used on a purchase operation, you must configure which materials the site can supply.

Navigate to the site's Qualities tab and add a SiteToQuality BUY record for each material:

If this step is skipped, the material will not appear as an option when creating a purchase operation for this site.

Repeat for every quality the supplier provides (e.g., HMS 1&2, Shredded, OCC).

Step 4 — Add Site Licenses (if applicable)

For international trade, suppliers may need export licenses. Configure them in the site's Licenses tab:

Jules will warn users if they attempt to create an operation against a site with expired or missing licenses for the material.

Step 5 — Create Contacts

Add the key people at the supplier under Contacts:

The receivables configuration determines which documents are automatically sent to each contact when generated.

Step 6 — Set Up Contract Prefill Defaults (optional)

If you have standard terms with this supplier, configure Contract Prefill defaults at the site level. These will auto-populate when a trader creates a contract or operation against this site:

• Default payment terms
• Default incoterm
• Default equipment type
• Default tolerance rate

Step 7 — Create a Purchase Contract

With master data in place, create the first purchase contract to formalize the trading terms:

1. Navigate to Contracts → Create
2. Select the supplier company and site
3. Add quality streams with pricing terms
4. Set the contract period
5. Confirm the contract

See Contracts & Pricing for contract configuration details.

Step 8 — Verify with a Test Operation

Create a test purchase operation from the contract to verify everything is correctly configured:

1. Create a BUY operation from the contract
2. Confirm that qualities, prices, and logistics defaults are correctly prefilled
3. Check that the PO document generates correctly
4. Verify that the correct contacts receive the document

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Verification Checklist

After completing the onboarding, verify:

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Common Mistakes

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Related Documentation

• Companies, Sites & Contacts — full master data reference
• Contracts & Pricing — contract configuration
• Operations & Lifecycle — creating operations
• Qualities & Commodities — material grade setup