Vendor Onboarding

Vendor Onboarding enhances the process of adding new vendors to your organization. It involves collecting essential information from the vendors themselves, such as their names, contact details, tax identification numbers, and banking information, as well as verifying the collected details. You can invite a vendor using their email address. They will receive an invitation email containing the portal link. The vendor can then sign up for the portal with that email and provide the required details.

Enable Vendor Onboarding

Here’s how you can enable Vendor Onboarding for your organization:

• Go to Settings in the top right corner of the page.
• Click Vendor Portal under Setup & Configurations.
• Check Collect vendor’s organization details when they sign up for the portal.
• Click Save.

Now, whenever you want to add a new vendor, you need not fill in their complete details. You only need to invite them using their email address. The vendor can fill in their details by signing up to the vendor portal.

Invite a Vendor

To invite a vendor to your organization:

• Click Vendors on the left sidebar.
• Click the dropdown next to + New and select Invite Vendor.
• Enter the vendor’s Display Name and Email Address.
• Click Send Invite.

An email will be sent to the vendor’s email address. Learn how your vendor can accept the invite and fill in their details.

Cancel a Vendor Invite

You can cancel the invite sent to a vendor. Here’s how:

• Click Vendors on the left sidebar.
• Click All Vendors at the top and select Invited Vendors.
• Click the vendor for whom you want to cancel the invite.
• Click Cancel Invite.
• Click Cancel Invite again in the pop-up that appears.

Approve a Vendor

Once your vendor has filled in their details and submitted them for approval, you can verify the information and approve them. Here’s how:

• Click Vendors on the left sidebar.
• Click All Vendors at the top and select Invited Vendors.
• Click the vendor you want to approve. The Approval Pending label will be displayed next to the vendor.
• Click Approve and then click Proceed in the pop-up that appears.
• If Vendor Approvals is enabled for your organization, click Approve and Proceed. The vendor details will be sent for further approval based on your organization’s approval flow.
• If small details of your vendor have to be changed, you can do this yourself. Click More and select Edit and Approve from the dropdown.
• Make the necessary changes and click Save and Approve.

The vendor will be approved, and their status will be updated to Active. Your vendor will receive an email informing them of the same, and they can start using the portal to manage purchase orders and invoices, and more. Employees in your organization can now create transactions for this vendor.

Request More Details

If a vendor has not provided all the details you requested, you can ask them to provide the missing details. Here’s how:

• Click Vendors on the left sidebar.
• Click All Vendors at the top and select Invited Vendors.
• Click the vendor who has to provide more details.
• Click More and select Request More Details from the dropdown.
• Mention the details required and click Send.

An email asking for more information will be sent to your vendor, and their status will change to Pending Review. Learn how your vendor can provide the details you’ve requested.

Reject a Vendor

If a vendor does not provide the details you’ve requested or they don’t meet your business requirements, you can reject them. Here’s how:

• Click Vendors on the left sidebar.
• Click All Vendors at the top and select Invited Vendors.
• Click the vendor you want to reject.
• Click Reject.
• Mention the reason for rejecting the vendor and click Reject.

Disable Vendor Onboarding

You can disable Vendor Onboarding if it is not required for your business. Here’s how:

• Go to Settings in the top right corner of the page.
• Click Vendor Portal under Setup & Copnfigurations.
• Uncheck Collect vendor’s organization details when they sign up for the portal.
• Click Save.

Vendor Onboarding will be disabled for your organization, and employees will have to enter the details of new vendors manually