Vendor documents Details

1.Managing Vendor Documents in Uplink

To manage documents for a selected vendor, navigate to the Documents 1 module from the main menu. On this screen, you’ll find an Add Document 2 button in the top-right corner, along with the UBO Form option.

The UBO form outlines the ultimate beneficial owner of the company and is a requirement for every vendor.   This form can be downloaded using this download icon 3 and uploaded using the Add Document button.

Please note: This section is specifically for vendor-level documents. Documents related to individual locations should be uploaded in their designated section.

2. Adding a New Document

To add a new document, click the Add Document button in the top-right corner of the screen. This will open the Document Details form.

• All fields marked with an asterisk (*) are mandatory and must be filled out before the “Save” button becomes active.

• Document Name – Select the appropriate name 4 from the dropdown list and upload the corresponding file.

  Note: If the document name you need isn’t listed, select “Other” at the bottom of the dropdown.

• Other Name 5 –– If you selected “Other” in the Document Name field, manually enter the document name here.
• Start Date – Enter the start date of the document. This helps define its validity period.

• Expiration Date – Enter the document’s expiration date to indicate when it will no longer be valid.

  Note: You can select dates using the built-in calendar widget. To quickly change the year, simply click directly on the year at the top of the calendar—this will allow you to jump between years without scrolling month by month.

Document available in the dropdown list.

Document not available in the dropdown list.

Upload Documents 7

To upload current documents:

• Click the Upload Document button.
• You will be redirected to a new screen where you can either:
  • Drag and drop the file, or
  • Attach it directly from your PC.
• Once the file is uploaded:
  • Click Save to add it, or
  • Click Cancel to discard the upload.

Note: Only one document can be uploaded at a time.

After uploading your file and completing all required fields, click “Save” to add the document. If you decide not to proceed, click “Cancel.”  In either case, you’ll be taken back to the main Documents screen.

3. Download Existing Documents

To download a document, click the Download 8 icon located before the Pencil (Edit) icon next to the relevant entry. The document will open in a new browser tab, where you can save it to your device.

4. Editing Existing Documents

To edit an existing document, click the pencil icon 9 next to the relevant entry. The system will display the document details in an editable form. Update the necessary fields and click “Save.”

5. Deleting a Document

To delete a document, click the trash icon 10 next to the pencil icon. The selected document will be permanently deleted from the list.

Note: This action cannot be undone.

6. Searching for a Document

If multiple documents are available, use the Search feature to filter 11 records by Document Name, Start Date, End Date, or Status using relevant keywords.