Topics

Topics — your customer's sustainability questions, answered

What is your situation? Choose the situation that matches your company. Each topic answers one question, with the reference in the regulation included.

General and business

• What is the statutory name of the undertaking?
• Under which registration number is the undertaking registered?
• What is the registered office of the undertaking?
• In which sector is the undertaking active?
• How many employees does the undertaking have?
• What is the annual turnover of the undertaking?
• In which countries does the undertaking have establishments?
• Does the undertaking have a business liability insurance?
• Is the undertaking ISO 9001-certified?
• Does the undertaking have a plan to continue operations in case of serious disruption?
• Do the online services of the undertaking comply with accessibility requirements?
• Does the undertaking use AI systems in its service delivery?
• Is a digital product passport available for the supplied products?
• why does one customer have something different than another when the question is the same
• who is allowed to approve the answers here before they are sent
• customer sends questionnaire in English or German, does that work too
• the system does not understand a question from the list, what happens then
• I clicked yes but the answer was not correct, can I fix that
• do I have to upload it myself at my customer or does the system do that
• I have five questionnaires in, can I get them all done at once
• there is a question for which no answer has been recorded at all, what now
• how often do I need to update my data and answers to stay current
• does my customer get his own format back or does the layout change
• can I process multiple questionnaires at once
• what file format must my questionnaire have to upload
• can I fill in the answer differently than in my file
• who in our company must approve the answers before we submit
• do I have to submit the completed list myself to my customer's portal
• does supplia log in to our customer's portal to fill in something
• Does anyone at supplia read our completed questionnaire
• Does supplia award a certification or score to our answers
• Who is responsible if an answer in the file is incorrect
• We are receiving a questionnaire from a new customer for the first time, what should we do
• How does the system know this is the same question as with another customer
• We have already submitted but the answer has since changed, what now
• Can multiple colleagues update the supply chain file simultaneously
• Our customer sends a questionnaire in English or German, does that work
• The customer asks to upload a certificate or attachment, is that possible
• There is no answer yet in our file for this question, what happens then
• How quickly is a questionnaire processed after uploading
• Can the answer be automatically reformulated differently per customer
• Do all our locations have one shared file or each their own
• Our customer has amended the questionnaire, do we need to start over
• Can I look up the answers we gave to this customer last year
• The system links the wrong answer to a question, how do I correct that
• What does supplia actually not do, where does your role end
• Can one customer see which answers we gave to another customer
• How does the system know which answer matches which question
• What if the questionnaire asks something that is not in our file
• Do I need to review each answer before I submit it
• Who must upload the questionnaire from our customer
• Two customers ask almost the same thing but worded slightly differently
• Can I temporarily adjust an answer for this one customer
• The customer portal does not accept the exported file
• Does it also work if the questionnaire is a PDF or Excel
• Who ultimately submits the answer to the portal
• What should I do if an answer in the file is outdated
• Who within our company may amend the file
• How much time does this system actually save with questionnaires
• Can I see what we filled in last time
• The question does not entirely match our standard answer
• How do I give a new employee access to the file
• Are old completed questionnaires kept or deleted
• Customer wants a signature or declaration with the answer
• Can different locations have different answers
• What happens if I reject an answer with no
• Must I re-approve each amended answer
• Can the system handle a questionnaire in two languages
• What if there is no answer yet to a question asked
• can I have the questionnaire reviewed by a colleague first
• how often do I need to keep the file up to date
• the customer asked additional questions after submission
• two customers are actually asking the same question but phrased differently what should I fill in
• the answer that was automatically filled in is no longer correct what should I do
• I upload a PDF with questions but the system does not recognize the questions well
• who must approve the answers internally before they are submitted
• what happens if I click no on an answer that the system suggests
• the questionnaire asks about something for which there is no answer in my file at all
• my customer sends a questionnaire in English or German can the system recognize that
• who in our company can view or modify the supply chain file
• can two colleagues fill in or confirm the same questionnaire at the same time
• the questionnaire contains a question that does not apply to our situation at all what do I fill in
• can I see what we answered last year with this customer on the same questionnaire
• the questionnaire is an Excel file with multiple tabs will that be recognized
• the system has linked the wrong question to the answer from my file how do I correct that
• can I attach a certificate or policy document as an attachment to an answer
• the questionnaire asks for a short explanation next to the answer can that also be automatic
• why do I have to figure everything out again every year because the questionnaire format is different
• we have multiple subsidiaries do I have to fill in the questionnaire separately for each company
• my customer does not have a portal and wants the completed questionnaire back by email
• can I have three questionnaires from different customers filled in at once
• do I get the questionnaire back in the same Excel or PDF format as I uploaded it
• can I manually change an answer that was automatically filled in
• I click no on an answer what should I do then
• who ultimately submits the completed questionnaire to my customer's portal
• does supplia itself log in to my customer's purchasing portal
• does an employee of supplia read the questionnaire I have uploaded
• how do I update the supply chain file if something changes in my company
• a question is not included in the file can I add it myself
• can multiple employees from my company log in to the same account
• do I get a certificate or seal from supplia for my answers
• who checks the answers before they go to my customer
• can I also upload a questionnaire in English or German
• can I see an overview of all questionnaires I have completed this year
• two customers are asking the same question worded slightly differently what does the system do then
• can I upload a scanned PDF questionnaire or does it have to be a Word file
• a question has a follow-up question if you select yes how does that work
• can I export a separate file with all my standard answers
• does a director have to approve the questionnaire before it is submitted
• my customer uses a portal that is not yet known, can it be added
• my customer has modified the questionnaire, do I have to do everything again
• my file is not yet complete, can I still have a questionnaire filled in
• who is responsible if a completed answer later turns out to be incorrect
• each customer requests their own format, can this system handle that
• how do I upload the questionnaire I received from my customer
• the system does not recognize a question from the list, what should I do
• is the completed list automatically submitted to my customer's portal
• do I have to give you my login details for the customer portal
• how do I ensure that the chain file contains current information
• can multiple colleagues fill in the chain file together
• what happens if there is no answer in the file yet for a question
• do you verify or certify whether my answers are correct
• does someone from the platform review the questionnaire I upload
• can I process questionnaires from multiple customers side by side
• where can I find the questionnaire I submitted last year
• my customer sends the questionnaire in English, does that work too
• can I also upload a PDF or Excel file from my customer
• the procurement department of my customer sends a different list than sustainability, does that belong here too
• may I give a more detailed answer for one than for the other
• how long does it take before an uploaded questionnaire is filled in
• can I see afterwards who confirmed a particular answer
• my customer modified the questionnaire after I had already started, what now
• how do I add a new colleague who is also allowed to process questionnaires
• may our external advisor fill in the questionnaires on our behalf
• how can I have our chain file and account deleted
• how does this system work exactly, what happens when I upload a list
• can I still modify the completed answer before I submit it
• who must confirm the answers with us before submission
• do I have to submit the list myself or do you do that for me
• what is that single chain file that everything is filled in from
• why do I have to keep filling in the same questions for different customers
• I click no for an answer, what happens to that question
• do you log in yourselves to my customer's portal
• who is responsible if an incorrect answer is submitted
• do you also issue a certificate or score about our company
• how do I keep the data in my file up to date
• who can access our data in the file
• the list asks for something for which there is no answer in my file
• can a colleague or advisor do this on my behalf
• my customer is now using a different form than last year, what should I do
• can multiple locations of our company use the same file
• how are answers to a questionnaire filled in automatically
• can I upload the questionnaire from my customer's portal here
• I received a VSME list from my customer, what should I do
• why do I suddenly have to complete a sustainability questionnaire for my customer
• I don't have time to complete that entire ESG questionnaire
• my customer wants me to return the sustainability list quickly, how do I do that
• what data do I need to collect to complete a sustainability questionnaire
• do I have to answer the same sustainability questions again for each customer
• do I as a small business also have to complete an ESG questionnaire from my customer
• what do I fill in if I don't know the answer to a sustainability question
• what is VSME and why do I have to complete it
• why do I have to answer sustainability questions as a supplier
• am I as a small business required to complete this questionnaire
• why am I receiving questions that are not relevant to my business
• my customer sends me a sustainability questionnaire and I've never completed this before, what now
• how do I know if the list I receive is a VSME list or something more extensive
• why do I as a small business have to answer sustainability questions for a large customer
• I receive a different sustainability questionnaire from each customer, do I have to figure this out each time
• do I as a supplier have to complete sustainability questions from my customer
• why do I suddenly have to provide sustainability data to my customer
• what do I fill in if I don't know the answer to an ESG question
• do I have to provide ESG figures per location or for the entire company
• I don't have figures from last year, what do I fill in on the sustainability list
• do I as a small business have to complete a sustainability questionnaire
• what is the difference between a VSME and CSRD questionnaire
• my customer has their own sustainability format, how do I complete it quickly
• I don't have sustainability figures, what should I fill in
• am I required to complete the ESG questionnaire from my customer
• what are the consequences if I don't complete the ESG questionnaire
• may I fill in an estimate if I don't have exact figures
• my customer wants me to complete EcoVadis, how do I approach that
• why do I as a small business have to complete a sustainability questionnaire
• I don't have a sustainability report but still have to complete a list
• what do I fill in if a question on the list does not apply to me
• each customer has a different questionnaire, how do I avoid duplicate work
• may I provide an estimate if I don't have the exact figures
• do I have to complete VSME or CSRD, what is the difference
• completing a sustainability questionnaire for the first time, where do I start
• my customer sent me a VSME questionnaire what do I need to do now
• I don't have time to fill in this sustainability questionnaire myself
• why do I get a different sustainability questionnaire from each customer
• we are a small business why are we receiving ESG questions from our customer
• can I use the same answers for the next questionnaire from a different customer
• I don't know these figures may I enter an estimate in the questionnaire
• my customer wants supporting documents for the answers to the sustainability questionnaire
• do I need to fill in this sustainability questionnaire completely again each year
• who in my company should fill in the customer's sustainability questionnaire
• can I have problems if my answer to the questionnaire is incorrect

ESG — environment

• What is the total energy consumption per year?
• What proportion of energy consumption comes from renewable sources?
• What is the direct greenhouse gas emission (scope 1)?
• What is the indirect emission from purchased energy (scope 2)?
• What is the emission in the value chain (scope 3)?
• Has the company set a target to reduce emissions?
• How much waste does the company produce per year?
• What proportion of waste is collected separately?
• What is the water consumption per year?
• Does the company have the required environmental permits?
• Are there facilities in or next to a protected natural area?
• customer asks about scope 1 2 and 3 emissions, how do I fill that in correctly
• questionnaire wants energy consumption per location, we only have a total
• customer wants to know how we separate and reduce waste, what do I fill in
• the questionnaire asks for scope 1 2 and 3 emissions but that is not in my file
• how do I calculate the CO2 emissions per turnover of my company
• how do I calculate the emissions from my vehicle fleet for a sustainability questionnaire
• how much packaging material does my company use per year
• does my company have a policy for circular or sustainable procurement
• does my business location have an impact on biodiversity
• is my business premises at risk of flooding or drought due to climate change
• I don't know my CO2 emissions what should I fill in
• how do I determine climate risks for my company
• what is our impact on biodiversity as a company
• how much of our raw materials are recycled or circular
• how do I answer questions about packaging material and sustainability
• how do I calculate emissions from transport and logistics
• how do I answer the question what climate risks my company faces
• questionnaire asks about impact on biodiversity, what does that mean for my company
• how do I answer the question whether we use hazardous substances in our production process
• customer wants to know what proportion of our raw materials is recycled, how do I determine that
• what do I fill in for scope 1 if I don't have my own vehicles
• customer asks whether we purchase circular materials
• how do I answer the question about impact on biodiversity of our location
• customer asks about policy on reducing packaging material
• how do I calculate CO2 emissions per turnover
• does my company use hazardous or harmful substances question
• what climate risks does our company face question fill in
• should commuting be included in emissions
• how much packaging material do we use question fill in
• customer wants to know CO2 emissions per turnover, how do I calculate that
• I lease a building and don't know my energy consumption, what do I fill in
• should I report the emissions from my vehicle fleet in the questionnaire
• does packaging material fall under the waste question in the list
• I don't need an environmental permit, what do I fill in for that question
• no natural area nearby, how do I answer the biodiversity question
• customer asks about climate risks, how do I determine those for my company
• Should I calculate CO2 emissions per turnover or per employee
• I have no separate energy meter, how do I enter energy consumption then
• Should I include company vehicles in the CO2 emissions statement
• Should I include packaging material in the environmental questionnaire
• Our building is rented, so whose energy consumption goes in the report
• We don't need an environmental permit, what should I enter for that question

ESG — social

• How many work-related accidents with absence have occurred in the past year?
• Does the company have a policy for health and safety at work?
• Is the workforce covered by a collective labour agreement?
• Does the company pay all its employees at least the statutory minimum wage?
• What is the male-female distribution within the workforce?
• How many training hours does an employee receive on average per year?
• Does the company have a policy on human rights in its supply chain?
• Does the company have a code of conduct for its own suppliers?
• Can employees and supply chain partners report misconduct through a fixed channel?
• questionnaire asks about diversity in our workforce, how do I approach this
• how do I answer questions about working conditions further in my supply chain
• customer wants to see our supplier code of conduct, do we need one
• the questionnaire asks about working conditions with our own suppliers
• how do I calculate staff turnover for a questionnaire
• what percentage of my workforce is flexible or temporary staff
• does my company measure employee satisfaction and how do I report that
• does my company need a diversity policy for the questionnaire
• how do I calculate the sickness absence percentage for a sustainability list
• how do I know if child labour occurs with my suppliers
• does my company have a policy for the local community around the site
• how do I calculate sickness absence percentage for the questionnaire
• how do we calculate staff turnover percentage
• what is our diversity in management and leadership
• how do I determine the remuneration difference between men and women
• should I include self-employed and flexible workers in workforce data
• do we have employee participation or a works council arranged
• what is our impact on the environment or local community
• how do I answer questions about accommodation for migrant workers
• questionnaire asks about diversity in management, what should I enter here
• should I indicate whether we have a policy for work-life balance of staff
• questionnaire asks how we contribute to the local community, what do they mean by this
• customer wants to know if we monitor working conditions with our subcontractors
• questionnaire asks how we ensure that child labour does not occur with our suppliers
• how do I enter diversity management in ESG questionnaire from customer
• customer asks how many employees with disabilities we have
• do self-employed workers and temporary workers count in personnel questions ESG list
• how to calculate staff turnover for sustainability questionnaire
• how do I calculate wage difference between men and women for ESG questionnaire
• customer asks about work from home policy in sustainability questionnaire
• customer asks how we exclude child labour from suppliers
• enter percentage of women in management ESG list
• enter percentage of flexible workers in customer questionnaire
• do we monitor working conditions at suppliers question
• do we have a diversity policy question to fill in
• how do I calculate my sickness absence percentage for the questionnaire
• I have a small team, do I also need to answer personnel questions
• do I need to count self-employed workers in personnel questions
• the list asks for a diversity policy, do I need to have that as a small business
• customer asks about wage difference between men and women, how do I fill that in
• no employee satisfaction survey conducted, what do I answer to that question
• customer asks about migrant workers in the supply chain, how do I approach this

ESG — governance

• Does the undertaking have a policy against bribery and corruption?
• Has the undertaking been convicted of corruption or bribery in the past five years?
• Does the undertaking have an internal reporting channel for whistleblowers?
• Is there a procedure for reporting conflicts of interest?
• Does the undertaking verify its relationships against applicable sanctions lists?
• Does the undertaking maintain a record of processing activities?
• Does the undertaking conclude data processing agreements with its service providers?
• Has a data breach occurred in the past two years that had to be reported?
• questionnaire wants to know who is on our board and how it is composed
• customer asks if we have a reporting procedure for misconduct, how do I fill that in
• questionnaire asks about our anti-bribery policy, what is a good answer
• the questionnaire asks if we have a whistleblower scheme what do I fill in
• how diverse is my management or board, what do I enter for the list
• do I need to make the remuneration policy of management transparent for the questionnaire
• who is responsible in my company for ESG or sustainability
• does my company have risk management for sustainability and ESG
• how do I describe the composition of our board
• do we need to have an official sustainability policy in writing
• how do I answer questions about management remuneration and ESG
• who is internally responsible for sustainability and ESG
• how do I integrate sustainability risks into our risk management
• customer asks about our remuneration policy for management members, do I need to fill that in
• questionnaire asks if we have a risk management system, what counts as an answer to that
• customer asks if our supervisory oversight is organized independently, what does that mean for a small business
• customer asks if we have a documented sustainability policy, and we don't have it in writing
• questionnaire asks who within our company is responsible for esg, what do I enter if no one has that role
• who do I enter as ubo in esg or customer questionnaire
• asks customer to clarify board composition in questionnaire
• do I need to share remuneration policy for board members in esg questionnaire
• do I need to submit sustainability policy as a separate document to customer
• how do I fill in board structure in esg questionnaire
• do I need to fill in management remuneration policy in customer questionnaire
• do we have independent board members question to fill in
• who is responsible for esg within the company question
• I am the only board member, how do I answer the question about board diversity
• does the list ask about management remuneration, do I need to fill that in
• what should I fill in when asked about transparent tax policy

Cyber and NIS2

• customer asks how we respond to a cyberincident, how do I fill that in
• questionnaire wants to know how we regulate access to systems, what do I answer
• how do I answer the question about our notification procedure in case of a data breach
• customer asks for results of our latest pentest, do we need to provide them
• my customer sends an extensive nis2 questionnaire while that wasn't the case before what should I do with it

Financial and KYB

• bank asks for the ultimate beneficial owners of our company how should I fill that in
• insurer asks about our financial health what should I enter
• why does the bank ask completely different questions than the insurer when it is about the same thing
• in the questionnaire there is a request for the UBO where is that answer in my file
• how does payment work do I pay per completed questionnaire or a fixed amount per year