Laminar Help Centre

Why supplier documents matter

Supplier documents often include certifications, compliance forms, tax registrations, catalogues, agreements, quality proofs, and other paperwork your organisation relies on for procurement and auditing. Keeping these documents organised inside the supplier’s profile ensures your team can quickly access the most recent information without digging through email threads or shared folders.

Laminar centralises all supplier-related documents so everything stays connected to the correct supplier and easy to find whenever you need it.

Where to manage supplier documents

All supplier documents live inside the Documents section of the supplier’s detail page.

To reach it:

Open the supplier through Global Search or from the Suppliers module.
Scroll to the Documents section—it appears below the supplier’s basic details and contacts.

Here, you’ll see a list of existing documents (if any), along with options to upload new files or remove outdated ones.

Tip If you work with multiple documents for many suppliers, open each in its own browser tab for faster comparison and editing.

Adding new documents

To add a document:

Click the Upload or Add Document button (depending on your interface).
Select one or more files from your computer.
The files will appear in the list immediately after upload.
Click Save if you're editing the supplier; otherwise the upload applies instantly.

Laminar accepts common file types such as:

PDF
JPG / PNG images
Office documents
Text files

Your organisation may have additional restrictions, but generally, anything relevant to supplier operations is supported.

Note Uploaded documents are stored internally and linked directly to the supplier—no need to manage separate folders.

Viewing documents

Each document appears as a card or row showing:

File name
File type or icon
Option to preview or download
Option to remove (if you have permission)

Clicking a document opens or downloads it depending on your browser settings. PDF files typically open in a new tab for easy reading.

Documents remain available for all users who have permission to view the supplier, helping teams stay aligned.

Removing outdated or unneeded documents

If a file is no longer accurate—such as expired certifications or incorrect uploads—you can remove it.

To remove:

Open the supplier’s detail page.
Scroll to Documents.
Click the Delete or Remove icon on the document card.

Once removed, a document disappears from the supplier’s profile. Removing a document does not affect past orders or records; it only cleans the current supplier profile.

Warning Only remove documents when you’re confident they’re no longer needed. Some organisations prefer keeping historical certifications for audit purposes.

Replacing documents

Some documents expire periodically—GST certificates, MSME certificates, compliance declarations, NDA renewals, etc.

To replace a document:

Remove the old file.
Upload the updated one.

This keeps the supplier profile clean and ensures your team is always referencing the latest document.

Tip When replacing compliance-heavy documents, add a short note in your internal communication channels so your team knows a new version is available.

Naming documents for clarity

When teams upload many files, meaningful file names make a huge difference. Ideally, document names should include:

The document type
Supplier name (if not obvious)
Month or year
Version number (if relevant)

Examples:

ISO9001_Certificate_2024.pdf
GST_Registration_AcmeCo_2025.pdf
Quality_Audit_Report_v2.pdf

Clear naming helps colleagues recognise files instantly and reduces confusion during audits.

Understanding how documents appear in other modules

At the moment, supplier documents stay within the supplier profile only. They do not automatically show up in:

Orders
Components
BOMs
Projects
Reports

This keeps each module focused and avoids clutter.

However, if your workflow involves reviewing supplier certifications before placing orders, you can easily jump to the supplier profile from many places using global search, enabling quick access to those documents.

When to update supplier documents

You should update supplier documents when:

Certificates expire and new ones are issued
The supplier changes ownership or registration details
You onboard the supplier formally
A document is added or corrected due to audit requirements
The supplier requests an update

Keeping documents updated helps maintain compliance and reduces delays when placing orders.

Versioning best practices

Laminar doesn’t enforce version control on documents, so it’s good practice to maintain your own clarity:

Replace old versions when possible
If you want to retain history, use version labels in file names (e.g., _v1, _v2)
Remove duplicates
Keep the latest document at the top of the list by uploading it last

This helps teams quickly identify the most current file.

Common issues and solutions

“I can’t upload a document.”

Likely causes:

File type not supported
File is too large
Insufficient permissions

Try a different file or ask your admin to review your role.

“I uploaded the wrong file.”

Simply remove it and upload the correct one.

“I removed a document by mistake.”

Re-upload it if you have a copy. If not, check your organisation’s shared drives or contact the supplier.

“I don’t see a Documents section.”

Your Laminar configuration may not have supplier attachments enabled.

Best practices

Maintain clear naming conventions
Upload current versions only where possible
Add compliance-critical files early
Remove duplicate or expired documents
Coordinate with teammates during major updates
Review documents periodically, especially before major procurements

A clean supplier document library supports smoother audits and procurement cycles.

Managing supplier documents