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Diversity and business classifications

Track and report supplier minority ownership status and business entity classifications

What is it?

1. Diversity and business classifications for a supplier enable an agency to better understand and report on the diversity of their suppliers.

A supplier can be certified as a minority-owned business if at least 51% of the company is owned, controlled, and actively managed by one or more individuals from a minority group.

In addition to working with a diverse set of suppliers, countries like India and the US have implemented programs for small business enterprises.

Why it Matters?

2. Tracking this information is crucial to your agency's supplier diversity initiatives and corporate social responsibility goals. In addition to getting access to a wider pool of service and product providers, working with minority-owned and small businesses enables the distribution of economic benefits to the community.

Set A Supplier's Diversity Classifications

3. Set Up

These classifications are attributes of the Supplier within Accountability

4. Navigate to Master Files > Suppliers

5. Create a New Supplier or click on the Supplier Code hyperlink to bring up an existing record.

6. On the main Supplier form, click on the Settings menu option on the top-right. You'll see the options Diversity Classifications and Business Classifications.

7. Click Diversity Classifications

8. To capture the minority ownership classification of a supplier, select Diversity Classifications. This brings up the Supplier Diversity Classification page:

9. Diversity Classification

Select from the standard list of options. The list is filtered based on the Country of Domicile assigned on the main form. If there's no country assigned, the full list of business entity classifications are displayed:

  • DOBE - Disability-Owned
  • IO - Indigenous-Owned
  • LBE - Locally-Owned
  • LGBTQ2+ - LGBTQ designation in Canada
  • LGBTQ - LGBTQ-Owned
  • MOBE - Minority-Owned
  • VMOBE - Visible Minority-Owned (Canada)
  • VOBE - Veteran-Owned
  • WOBE - Women-Owned

10. Diversity Sub Classification

If a supplier is classified as a Minority-Owned Business Entity (MOBE), you can further classify the business as:

  • African American
  • Asian American
  • Asian Indian American
  • Asian Pacific American
  • Hispanic American
  • Native American

11. Certification Organization

If the supplier has a valid third-party certification for the classification selected, enter the name of the organization.

12. Certificate Valid Until

If the supplier has a third-party certification, enter the certificate expiration date here, in addition to the name of the certifying organization.

13. Click Save and return to the main supplier form by clicking on the back arrow.

Set A Supplier's Business Classifications

14. On the same page, Click Business Classifications

15. To capture the size of a supplier, select Business Classifications. This brings up the Supplier Business Classification page. The available options are based on the supplier's Country of Domicile. If there is no country assignment on the main form, you will see all options across countries.

  • Business Classification IN - MSME Registered
    Setting
    If the Supplier's Country of Domicile is India, use this to select the MSME registration status of the Supplier:
    • Medium
    • Micro
    • Not Registered
    • Small
  • Business Classification US - Size
    Setting If the Supplier's Country of Domicile is United States, use this to select the size of the supplier.
    • HUBZone
    • Large Business
    • Small Business
    • Small Disadvantaged Business

16. Click Save and return to the main supplier form by clicking on the back arrow.

Manage Supplier Diversity and Business Classifications via Import Template

17. Navigate to Master Files > Suppliers

18. Click Excel Diversity hyperlink

19. You have the option to Export, Import, or Update the Diversity and Business Classifications for multiple suppliers or your entire supplier list.

20. To define or update these classifications for multiple suppliers at once, select Import and click Download template. If you are updating these classifications, Export the data first.

21. Navigate to your Download folder to access the template and start populating it.

Start populating the template at Row 4. If you are importing new data, required and read-only fields are specified on Row 2. Populate the columns as follows.

  • ID Key Importing: Not Used Updating: Populated with database ID. Do not remove
  • Office Code Importing: Not Used Updating: Populated with the supplier's Default Office
  • Office Name Importing: Not Used Updating: Populated with the suppliers Default Office
  • Type Importing: Choose One
    • Diversity
    • Business
    Updating: Populated with either
    • Diveristy
    • Business
  • Supplier Code Importing: Enter Supplier Code Updating: Populated with Supplier Code
  • Supplier Name Importing: Leave Blank Updating: Populated with Supplier Name
  • Diversity Classification Code If the Type is Diversity, enter the Diversity Classification Code for the Supplier. You can have multiple lines per supplier.
    • DOBE - Disability-owned
    • IO - Indigenous-owned
    • LBE - Locally-owned
    • LGBTQ - LGBTQ-owned Code is LGBTQ2+ for Canada
    • MOBE - Minority-owned Code is VMOBE for Canada
    • VOBE - Veteran-owned
    • WOBE - Women-owned

22. - Diversity Classification

Importing: Leave Blank

Updating: Populated with Diversity Classification Name based on the Code

  • Diversity Sub Classification If the Diversity Classification Code is MOBE, enter one of the following sub classifications:
    • African American
    • Asian American
    • Asian Indian American
    • Asian Pacific American
    • Hispanic American
    • Native American
  • Certification Organization If the supplier has a valid third-party certification for the classification selected, enter the name of the organization.
  • Certification Valid Until If the supplier has a third-party certification, enter the certificate expiration date here, in addition to the name of the certifying organization.
  • Business Classification If the Type is Business enter the Business Classification for the supplier. Choose One:
    • MSME - Registered
    • Size
  • Business Classification Setting If you selected MSME-Registered, choose one from the list:
    • Medium
    • Micro
    • Not Registered
    • Small
    If you selected Size, choose one from the list:
    • HUBZone
    • Large Business
    • Small Business
    • Small Disadvantaged Business

23. When you're ready, click Import or Update, then click Select File.

Report on Supplier Diversity and Business Classifications

24. Navigate to Accounting > Payables > Payables Reports

25. Select Supplier Invoice Report

26. Populate the report parameters and filters and check the Include Diversity & Business Classifications in Excel option.

27. Click Excel on the top right of the page

28. In addition to the standard Supplier Invoice List, the export will include two additional files for Business Classification and Diversity

Tip: Note: This report is intended for you to get spend by diversity classification. For a supplier with multiple diversity classifications, the same invoice amount is repeated multiple times.