FAQ Supplier monitoring (Valvoja)

What is the Valvoja service?

The supplier monitoring service automates the monitoring of suppliers in accordance with the Contractor’s Obligations Act. The service allows uniform, streamlined monitoring of contractor’s obligations throughout the organisation and avoid the time-consuming office routines and clarification work otherwise caused by observing the law. In case any information on the monitored companies requires clarification, both the Valvoja client and the Reliable Partner client are notified of any unclarities.

What is the benefit of the Valvoja service to my company? Valvoja checks submitted reports for you and lets you know if there are any unclarities in the information.

Saves administrative costs Allows uniform, streamlined monitoring of obligations by the Contractor’s Obligations Act Removes time-consuming office routines and clarification work from reporting Designed from the site’s point of view; for example, the monitored companies are entered only once per site. A site-specific archive is stored even after work has been completed Automatically retrieves and archives electronic reports. Problems are notified by email Provides Reliable Partner reports free of charge Electronic reports are available through an internet connection on your own computer at any time If desired, reports can be saved on your own computer or printed out

How do I start using the Valvoja service?

  1. Registered Reports service users

Activate Valvoja on your own Tilaajavastuu.fi management page.

Video instructions

  1. New users

Register on the Tilaajavastuu.fi service, then activate Valvoja on your own Tilaajavastuu.fi management page.

Video instructions

Which Valvoja level should I choose? The choice of Valvoja level depends on your company’s needs: how many monitored companies you have, and which services your company requires.

Is there a limit on the number of users in the Valvoja service? There is no limit on the number of users at any Valvoja level.

How do I activate a higher service level in Valvoja? You can raise your Valvoja level on your own Tilaajavastuu.fi management page as shown in the picture below.

How can I encourage my suppliers to join the Valvoja service? You can invite your suppliers directly from Valvoja, or, if you prefer, you can use the free mailing service provided by Suosittelutehdas.

Can I add non-Finnish companies to Valvoja? You can only start monitoring companies with a Finnish Business ID with Valvoja. Valvoja provides the compilation reports under the Finnish Business ID, and for the moment, it is not possible to start monitoring Estonian companies or compilation reports based solely on an Estonian registration number.

Why can’t I find reports on all companies? The company has probably not yet joined the Reliable Partner service. You can recommend Reliable Partner membership to your suppliers. After they have joined, you can find and view reports on them in Valvoja.

Why could I not add all companies? There could be an error in the company’s Business ID, or the imported Excel file has a wrong format (such as .xlsx).

Why does it take so long to load the supplier list? You may have too many companies on your supplier list. It is a good idea to group the companies in separate lists, which speeds up the loading of their information.

Which suppliers should I add to the Valvoja list? You might consider adding agreement partners, from whom you should otherwise request certificates as stipulated by the Contractor’s Obligations Act, possible future agreement partners, and your cooperation partners.

Can I order a job from a company whose report shows the Information pending symbol? There is something missing from the company’s information or we are waiting for the information from a source. You should request a clarification from the supplier to comply with the requirements of the Contractor’s Obligations Act. The symbol does not prevent you from ordering a job. Attach certificates to the report and save them as usual for inspection.

Can I order a job from a company whose report shows the Note symbol? The Note symbol is used when the client should take into account an exceptional rule for the supplier, such as the VAT registration (for example, exemption from registration). The client should request the necessary proof of the exception from the supplier, who is obliged to provide the information requested. The symbol does not prevent you from placing a job order.

Can I order a job from a company whose report shows the Clarify symbol? The symbol does not prevent you from placing an order, but the supplier company must fulfil its obligations and supply a clarification for the symbol before an agreement is entered. Attach the clarification to the report and save them as usual for the stipulated period for inspection.

Can I order a job from a company whose report shows the STOP symbol? A STOP sign appears if, based on our information sources, the company has not fulfilled its contractor’s obligations. Do not order any jobs while the STOP sign is visible. The symbol is used, for example, when a responsible person of the company has a ban on business operations, or if the company is bankrupt.

What does the Information pending symbol in the report mean? The Information pending symbol in the report means that some information is missing or that we are waiting for information from a source. Ask for clarification from the supplier to comply with the requirements of the Contractor’s Obligations Act. The symbol does not prevent you from ordering a job. The symbol is used, for example, when we are waiting for information from the tax administration or other information source on payment fulfilment, or the company’s own notification of its collective agreements.

What does the OK symbol mean? It means that based on our information sources, the company’s contractor’s obligations are met. The symbol is used when there are no items to be noted, clarified or missing in the company information.

What does the Note symbol in the report mean? The Note symbol denotes that according to the company’s notification, it has no obligation to be registered. The symbol is used when the client should take into account an exceptional rule for the supplier, such as the VAT registration (for example, exemption from registration). The symbol does not prevent you from placing a job order.

What does the Clarify symbol in the report mean? Based on our information sources, some contractor’s obligations information for the company needs further clarification. The symbol does not prevent you from ordering a job. The supplier can remedy the situation and give a clarification/certificate to the client.

What does the STOP symbol in the report mean? The STOP symbol in the report means that the company has been liquidated, is no longer operational or is bankrupt, or that one or more responsible persons have a ban on business operations.

How can I view a company’s report history? In Valvoja, click the symbol on the right of the company name. A pop-up window opens showing the company’s report history.

How do I stop following a company? In Valvoja, click on the company name and select “Stop following”.

How do I choose a certain site list? You can open the list you wish by first selecting the view you want in the left-hand dropdown menu and then clicking on the list you want. The list is activated and its background colour changes into blue. See video instructions for more.

What is the difference between basic user and main user credentials? In other respects, main users and basic users have the same user rights, but a main user is allowed to add and remove users. It is recommended that main users be determined centrally, and made responsible for adding new credentials and removing old ones. It is a good idea to create several main users and notify the whole personnel about who are main users.

How do I add users into Valvoja? See video instructions