Onboard a supplier

Step by step

1. Identify the supplier AP Manager

   AP Manager checks the legal name, trading name and existing supplier records before creating Vendors. Retain the supplier number and source identity so another intake channel does not create the same payee again.

   • Create the supplier identity
   • Updates Vendors

2. Collect contacts and documents AP Manager

   AP Manager records vendor contacts, payment terms, remit-to details and the relevant tax-document reference. Missing documentation remains visible for follow-up. A received attachment is evidence to inspect, not an automatic confirmation of every value it contains.

   • Record the onboarding evidence
   • Updates Vendors, Vendor contacts

3. Request bank verification AP Manager

   AP Manager enters the proposed destination and authorization evidence. Keep the source request available for the independent review. An emailed request or portal edit does not by itself authorize a new destination for the next payment run.

   • Prepare a destination change for review
   • Updates Vendors

4. Confirm the destination Controller / CFO

   Controller / CFO independently confirms the bank-account information and records the verifying identity and time. The initiating identity cannot supply its own second confirmation; the configured bank-change process must enforce the distinction.

   • Record independent confirmation
   • Updates Vendors, Employees
   ApprovalA person approves before the work moves on.

5. Enable the permitted use AP Manager

   AP Manager resolves the remaining onboarding requirements and activates the supplier for its permitted work. AP Clerk receives masked processing access, and a Vendor User receives only own-supplier scope. Historical supplier identities remain available when a vendor later closes.

   • Make the verified supplier available
   • Updates Vendors, Vendor contacts

AP Clerk

AP Manager, Approver, Controller / CFO and Admin follow their configured scope. External participants receive only the records and actions assigned to their own supplier or integration.