Purpose
Onboard a new supplier (vendor) for buy-side contracts: capture their company details and financials, collect and review the compliance documents they must hold, get the MOU signed, and approve them for use on contracts. Signing the MOU is a step within this journey — handled by the e-signature provider and tracked in Document Signature.
Benefits
- One record holds company details, contacts, financials, and compliance documents.
- Super-User-created suppliers go through Admin approval (Pending → Approved) before they can be used.
- Compliance documents are reviewed (Accept / Reject) and monitored for expiry — flagged 30 days out.
- The MOU is generated from a template and signed via the e-signature provider, tracked in Document Signature.
- Optional Supplier Login lets the vendor self-serve — view their own contracts and maintain documents.
What You Need
- Platform setup complete (Organisation and Users).
- MOU and document templates configured in Organisation → Templates.
- An e-signature provider configured in Organisation → Settings.
- The supplier’s company details, contacts, and the documents they are required to hold.
Outcome
An approved supplier with reviewed compliance documents and a signed MOU, available to select on buy-side contracts and visible in the Data Visualisation hierarchy. Document expiry is monitored automatically, and — if Supplier Login is enabled — the vendor can maintain their own record through the portal.
Supplier Onboarding Pipeline
Prerequisites
- Platform setup completed (Organisation, Users)
- MOU and document templates configured in Organisation → Templates
- An e-signature provider configured in Organisation → Settings
Onboarding Steps
1
Create the supplier record with company details, contacts, and financials. A supplier created or edited by a Super User goes to Pending and emails the department’s Admins for approval; Admin-created suppliers are approved directly.
Business Value:The supplier record is the master vendor entity referenced by every buy-side contract — it holds company details, contacts, financials, and (next) the compliance documents the vendor must keep.
Depends On:Platform setup — Organisation and Users must exist. Document templates in Organisation → Templates are needed for the next step.
Enables:Supplier Documents (Step 2) and, once approved, selection on buy-side contracts (Step 5).
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2
On the Supplier Documents tab, upload the documents the supplier is required to hold (e.g. MOU, Fire Safety, insurance). Document types are sourced from Organisation → Templates, and each document carries an expiry date.
Business Value:Suppliers must hold valid compliance documents. The platform stores them, tracks each document’s status, and warns before they expire — replacing manual certificate chasing.
Depends On:The supplier record (Step 1). Document templates configured in Organisation → Templates.
Enables:Review & Approve (Step 3) — each document is reviewed, and expiry is monitored from here on.
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3
An Admin reviews the supplier. Each uploaded document moves Pending → Accepted or Rejected, and the supplier profile itself is approved (Pending → Approved) or rejected. Documents within 30 days of expiry are flagged; lapsed ones are marked Expired.
Business Value:Approval is the control gate — only an approved supplier with accepted documents should be used on contracts. Expiry monitoring keeps compliance current without manual tracking.
Depends On:A Pending supplier (Step 1) and its uploaded documents (Step 2).
Enables:MOU signing (Step 4). Approving the supplier also creates the Supplier Login if it is enabled.
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4
Generate the MOU from the MOU template and send it for signature via the configured e-signature provider. The document and its signing status are tracked in the Document Signature module alongside the supplier.
Business Value:The MOU formalises the relationship. e-Signature delivers a legally executed, tracked document with no manual paperwork — and signing is just a step here, not a separate flow.
Depends On:An MOU template in Organisation → Templates and an e-signature provider configured in Organisation → Settings.
Enables:Document Signature — the signed MOU is stored and tracked. The supplier is now fully onboarded.
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5
The approved supplier is now selectable when creating buy-side contracts and appears in the Data Visualisation hierarchy. If Supplier Login is enabled, the vendor can sign in to view their own contracts and maintain their profile and documents.
Business Value:The end goal of onboarding — the supplier is operational: usable on contracts, visible in analytics, and (optionally) self-serving through the portal.
Depends On:Steps 1–4 — an approved supplier with accepted documents and a signed MOU.
Enables:Buy-side contracts, Data Visualisation, and — if enabled — the Supplier portal.
Result
An approved supplier with reviewed compliance documents and a signed MOU, ready to be selected on buy-side contracts. Document expiry is monitored automatically, and — if Supplier Login is enabled — the vendor can maintain their own record through the portal.