---
title: "Use of Inactive versus Active Suppliers for Contracts"
canonical: "https://kb.uconn.edu/space/FPB/28394029058/Use%20of%20Inactive%20versus%20Active%20Suppliers%20for%20Contracts"
format: markdown
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# Overview

This guide explains **how to search for Suppliers**, **when to use Active vs. Inactive Suppliers**, and the **special process for requesting Inactive (CLM‑only) Suppliers** for **Contract Requests**.

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# General Rule: Requesting Suppliers

A Supplier must be **requested and approved** before it can be used on a **Contract Request**.

Use the standard process for [https://kb.uconn.edu/space/FPB/26919796762/Requesting+Suppliers](https://kb.uconn.edu/space/FPB/26919796762/Requesting+Suppliers)  when:

- The University will **pay the Supplier**, or
- A **Purchase Order (PO)** is required now or in the future

In these cases:

- The Supplier must be **Active**
- The Supplier completes registration through the **HuskyBuy Supplier Portal**

**Always search HuskyBuy first** to avoid duplicate Supplier requests.

> ℹ️ TIP: Once you know the correct Supplier, use their Jaggaer ID or Supplier # in form searches to ensure you pick the correct Supplier

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# Searching for Suppliers

Suppliers can be searched **in HuskyBuy** or **directly within a Contract Request form**.

## Search from the Contract Request Form

1. Click the **magnifying glass** next to the Supplier field

![image-20260203-152245.png](media://25d056af-e73d-4b4e-9094-a739384d6788)

2. Set:
  - **Enabled for Contracts** = **All**
  - **Shopping / AP Status** = **All**
3. Enter the Supplier name and click **Search**

![image-20260203-152401.png](media://0d1819dd-88b6-4e43-943e-771144bd8fb2)

4. Select the correct Supplier from the results

![image-20260203-152554.png](media://781a1c86-abe4-4a57-bf0d-f309c59f6864)

Suppliers can also be searched through the standard Supplier search process detailed in: [https://kb.uconn.edu/space/FPB/26922549422/Searching+Suppliers](https://kb.uconn.edu/space/FPB/26922549422/Searching+Suppliers) 

# Confirm Supplier Status

- If the Supplier **will receive a PO**, the Supplier **must be Active for Shopping**
- If the Supplier is **inactive but will receive a PO**:
  - Email **HuskyBuy Support**
  - Provide a valid Supplier contact email so a **new registration invite** can be sent

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# When a Supplier Does NOT Need to Be Active

Inactive Suppliers may be used **only** when **no payment or PO** is involved and the Supplier is needed **for contract tracking in CLM only**.

## Approved Scenarios

- **Software EULA (Terms Only)**
  - No payment to OEM/Licensor
  - Payment made to a reseller
  - No PO issued
- **Hotel and Event Services**
  - Paid via **Travel Card only**
  - No PO issued
- **Pure Revenue Agreements**
  - No payment to the Supplier
  - University receives revenue only

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# Requesting an Inactive Supplier (CLM‑Only)

Use this **special process** only when an inactive Supplier is needed for CLM tracking.

1. Submit a Supplier Request in line with the process detailed in [https://kb.uconn.edu/space/FPB/26919796762/Requesting+Suppliers](https://kb.uconn.edu/space/FPB/26919796762/Requesting+Suppliers)
2. Instead, select **Other** as the Business Reason
3. Enter: **CLM repository supplier ONLY**

The Supplier will be created as **Inactive** and may be used on a **Contract Request**.

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# Optional – Use “Contract TBD”

If the Supplier **cannot be identified at the time the Contract Request is submitted**, you may use **Contract TBD** to get the request started.

- Submit the **Contract Request** using **Contract TBD**

![image-20260203-155141.png](media://a33e677c-4453-4c50-915d-08ae35734684)

- The **Buyer must request and identify the correct Supplier** before the contract specialist submits the contract record for workflow approval
- The correct Supplier **must be identified before the contract is executed**

**Important:** If a **PO will be issued**, failure to identify and set up the correct Supplier early may result in **delays in PO processing**.

**Screenshot Placeholder**: Contract Request screen showing Contract TBD selected

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# Key Reminders

- Inactive Suppliers are **exceptions**, not the norm
- If payment or a PO is required at any time, the Supplier **must be Active**
- Supplier information can be updated on the contract record, but **Supplier selection is driven by the Contract Request**
- Incorrect or late Supplier setup will **delay contract and PO processing**

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