Supplier onboarding

Step by step

1. Request Procurement Manager or Admin

   Buyer or Requester asks for a supplier that is not in the catalog. Procurement Manager or Admin checks for an existing legal identity and creates the Onboarding record when needed. Name and EIN evidence support duplicate review; a subsidiary can link to its parent. Asking for a supplier does not itself make that supplier eligible to order from.

   • reviewed new identity created in Onboarding
   • Updates Suppliers, Supplier contacts

2. Verify Procurement Manager

   Procurement Manager checks legal identity, EIN, addresses and accounts payable’s W-9 status. Restricted identity fields remain visible only to authorised roles. Missing information stays unresolved while the responsible team obtains evidence. Accounts-payable and vendor-management checks belong to those connected processes rather than an assumed approval from this record alone.

   • identity and accounts-payable evidence reviewed
   • Updates Suppliers

3. Terms and qualifications Procurement Manager

   Procurement Manager reviews payment terms, FOB point, freight terms, contacts and the category’s required qualification evidence. Certificates, registrations, assessments and attestations retain their issuer, reference, dates, document and scope. Supplier-submitted material remains Pending until verified. Reviewed evidence supports only the requirement and activity it covers; it does not establish general regulatory compliance.

   • terms retained and qualification evidence verified
   • Updates Suppliers, Supplier certifications, Supplier contacts

4. Activate Procurement Manager or Admin

   Procurement Manager or Admin approves activation after the required evidence is complete. Active suppliers can be considered on new requisitions, RFQs and orders subject to current qualification and category controls. The decision records the person and reason. A later change in eligibility must be checked again before new commitment or issuance.

   • approved Active status enables eligible new purchasing
   • Updates Suppliers
   ApprovalA person approves before the work moves on.

5. Maintain Supplier or Procurement Manager

   Supplier updates its own contacts and submits updated qualification evidence through configured access. Procurement Manager verifies the new evidence before it counts. Supplier Certifications Expiring shows upcoming renewals; expiry or revocation removes that evidence’s eligibility. Existing order treatment follows the applicable supplier and category holds, with original evidence retained for review.

   • submitted updates await required verification
   • Updates Supplier contacts, Supplier certifications

6. Suspend or block Procurement Manager or Admin

   Procurement Manager or Admin records the status change and reason. Suspended prevents new or increased commitments while prior issued orders may finish. Blocked stops issuance and fulfilment posting; arrivals stay disputed with evidence. Reductions, cancellations and returns remain available to resolve obligations. The configured status handoff informs accounts payable, which separately controls payment holds.

   • status-specific purchasing and fulfilment holds recorded
   • Updates Suppliers, Purchase orders, Receipts, Procurement events, Integration deliveries
   ApprovalA person approves before the work moves on.

Buyer

Requests new sources.

Requester

Identifies the purchasing need.

Procurement Manager

Verifies identity and qualifications and decides supplier status.

Admin

Can create records and decide authorised status changes.

Supplier

Maintains its own permitted contacts and submits qualification evidence.