Approvals for Vendors

In this help document, you’ll learn how to configure Approvals for the Vendors module, and submit, approve, and reject vendor details in Zoho Spend.

Configure Approvals for Vendor

If your business requires vendor details to be approved by other employees, you can configure Approvals for the Vendors module in Zoho Spend. By default, the approval type will be No Approval and you can choose an approval type that suits your business requirements.

To configure an approval type for the Vendors module:

Go to Settings in the top right corner of the page.
(OR)
Click Settings on the left sidebar.
Click Vendors under General.
Click the Approvals tab.
Select the preferred Approval Type and configure the required preferences. You can choose from Simple, Multi-Level and Custom approval.
Click Save.

Submit a Vendor for Approval

If Approvals is enabled for the Vendors module in your organization, you need to submit the vendor you add for approval. Here’s how:

Click Vendors on the left sidebar.
Click the vendor you want to submit for approval.
Click Submit in the top right corner.
Click Yes in the pop-up that appears to confirm your action.

Your vendor details will be sent for approval, and your approver will receive email and in-app notifications if the preference is enabled for the Vendors module. Similarly, you’ll be notified when your vendor is approved or rejected.

Approve a Vendor

If a vendor’s details is submitted to you for approval, you can review and approve or reject it.

To approve a vendor:

Click Vendors on the left sidebar.
Click All Vendors at the top and select Submitted Vendors.
Click the vendor you want to consider for approval.
Click Approve in the top right corner.
Click Yes in the pop-up that appears to confirm your action.

The vendor will be approved, and the submitter will receive a notification if the preference is enabled for the Vendors module.

Reject a Vendor

If a vendor’s details is submitted to you for approval, you can review and approve or reject it.

To reject a vendor:

Click Vendors on the left sidebar.
Click All Vendors at the top and select Submitted Vendors.
Click the vendor you want to consider for approval.
Click Reject in the top right corner.
Enter the reason for rejecting the vendor and Reject in the pop-up that appears.

The vendor will be rejected, and you can view such vendors by clicking All Vendors and selecting Rejected Vendors at the top of the Vendors List page. The submitter will receive a notification if the preference is enabled for the Vendors module.

Resubmit a Rejected Vendor

If your approver rejected a vendor due to reasons such as incorrect or missing information, you can make the necessary changes and resubmit the vendor’s details for approval. Here’s how:

Click Vendors on the left sidebar.
Click All Vendors at the top and select Rejected Vendors.
Click the rejected vendor you want to resubmit for approval and click Edit in the top right corner.
Make the becessary changes and click Save.
Click Resubmit in the top right corner.
Click Yes in the pop-up that appears to confirm your action.

Disable Approvals for Vendors

If your business does not require approvals for the Vendors module, you can disable it. Here’s how:

Go to Settings in the top right corner of the page.
(OR)
Click Settings on the left sidebar.
Click Vendors under General.
Click the Approvals tab.
Click No Approval and click Save.