Supplier Adoption is a service that we provide to onboard your suppliers onto the BirchStreet procurement system. It includes communicating with, training and supporting your suppliers so they can maintain their catalog in our system via the supplier facing part of the BirchStreet online portal. Adopted suppliers maintain updated pricing and item information in the BirchStreet system and typically receive orders electronically through the system. The BirchStreet application provides numerous ways to interact and/or interface with suppliers from a system generated Fax to a XML or EDI interface so the system can connect with large sophisticated suppliers and small "mom and pop" suppliers.

Supplier-on-the-Fly
Before we describe the supplier adoption process, it is important to point out that supplier adoption is an optional service. The BirchStreet system includes a feature called Supplier-on-the-Fly that allows each property to setup suppliers and transact with those suppliers through the system. The Supplier-on-the-Fly setup process is very short and only requires basic supplier information. In these cases there are no catalogs for these suppliers in the system. Items that your properties frequently purchase can be input and permanently stored in their personal order guides to make the re-ordering process quick and easy. Typically only national or regional suppliers with which the customer has negotiated contracts are adopted. And typically it is not required to adopt all contracted suppliers initially. A good approach is to initially adopt a subset of high volume suppliers and work with the rest using the Supplier-on-the-Fly feature. Over time we will adopt more suppliers. As they are adopted they will move from "Supplier-on-the-Fly" status to "Adopted Supplier" status.

Catalog Suppliers
The supplier adoption process is initiated with a discussion between BirchStreet and the customer. Typically the customer selects a list of suppliers to be adopted. The process begins with an introduction; typically and e-mail or a three-way conference call. The BirchStreet implementation team can provide a draft letter or email that can be modified per your needs to be sent to the suppliers introducing them to BirchStreet, our supplier adoption process and the general concepts behind a private online purchasing portal.

From there, BirchStreet takes over the process and ultimately provides the supplier with templates to be completed with their catalog data. These are reviewed, first by BirchStreet and later by you for accuracy. Once approved, the catalog data is uploaded into the system. We provide ongoing supplier training and support to assure your suppliers keep their catalog data up to date using the supplier facing part of the BirchStreet system. In some cases we can implement interfaces with the supplier's back office system to update the catalog content in our database.

Punch-out Suppliers
In addition to 'Supplier-on-the-Fly' and 'Adopted Suppliers', the BirchStreet system also supports Punch-out interfaces to connect the BirchStreet procurement system with a supplier's e-commerce website. See the Interfaces section of this website for more on Punch-outs.

Price Regulation
If required, our system includes numerous control features (collectively called 'Price Regulation') that allow you to be notified when suppliers update their catalog data. Suppliers can also be setup so that their changes require your approval (via electronic workflow) before they are activated in the system.

Summary
At first glance the supplier adoption process may sound difficult or even unrealistic. However, the BirchStreet application was designed from the ground up to make this process as easy as possible. The BirchStreet Supplier Adoption Team has been taking suppliers from around the world through this process since early 2003. Furthermore, most suppliers are eager to make it easier for you to buy their products. To date, thousands of industry suppliers have gone through the BirchStreet supplier adoption process and are providing regular catalog updates in the BirchStreet system. Your organization likely uses many of these same suppliers.