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Vendor Onboarding
Vendor Onboarding enhances the process of bringing in 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.
Note: This feature is a part of the Zoho BillPay add-on for Zoho Books. Purchase the add-on to enable the feature for your organization.
User Actions
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 Preferences.
- Check Collect vendor’s organization details when they sign up for the portal.
- Click Save.
Now, whenever you want to bring in 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:
- Go to Purchases on the left sidebar and click Vendors.
- 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:
- Go to Purchases on the left sidebar and click Vendors.
- 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.
Note: You cannot cancel the invite if the vendor has accepted it.
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:
- Go to Purchases on the left sidebar and click Vendors.
- 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.
- 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. Users 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:
- Go to Purchases on the left sidebar and click Vendors.
- 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:
- Go to Purchases on the left sidebar and click Vendors.
- 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 organization. Here’s how:
- Go to Settings in the top right corner of the page.
- Click Vendor Portal under Preferences.
- Uncheck Collect vendor’s organization details when they sign up for the portal.
- Click Save.
Vendor Onboarding will be disabled for your organization, and users will have to enter the details of new vendors manually.
Vendor Actions
Sign Up to the Portal
After your customer sends you the invitation email to join their portal, you need to accept it and sign up to their portal. Here’s how:
- Open the invite email and click Accept Invitation. You’ll be redirected to the portal sign up page.
- Enter the password and click Confirm.
Fill in Business Details
Once you sign up to the portal, you need to enter the following details:
Organization Details
Fill in your organization’s details, the currency in which your organization does business, the primary contact of your organization, and the language in which you want to view the portal. Click Save and Next to proceed.
Address Details
Add the billing address of your business. You can also add the shipping address by clicking + Add Shipping Address. If the shipping and billing addresses are the same, click Copy Billing Address. Click Save and Next to proceed.
Tax Details
Note: This section is only applicable for businesses operating in India.
Provide your tax details such as GSTIN, GST Treatment, and Source of Supply. Click Save and Next to proceed.
Bank Details
Fill in your business’s bank details. The information entered will also be used by your customer to send payments. Click Save and Next to proceed.
Other Details
Fill in the other details requested by your customer. Click Save and Next to proceed.
Preview Details
Verify the details you’ve provided. Click Submit for Approval once you confirm that the information is correct. Click Submit again.
Resubmit Requested Details
If your customer requests additional information to onboard you to their organization, you need to provide these details. Here’s how you can do this:
- Open the email sent by the customer.
- Click View Application. You’ll be redirected to the portal.
- The requested details will be shown at the top. Provide them or make the necessary changes.
- Click Submit for Approval.
Your details will be sent to your customer again for approval.
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