D365F&O Vendor Onboarding Process

Hi All,

In this blog post, I will cover end to end process of onboarding a prospective vendor to the Approved Vendor in D365.

There are a series of steps which we need to perform in order to onboard the Prospective Vendor

Step by Step

Here is the example which will help us to understand the process in more detail

1. Prospective Vendor: A contact person Mr. Lee(Supplier Name: Alpha LLC) wants to be the vendor with BEG. BEG is using the D365F&O and they allowed all the anonymous vendors to place the registration request through the website. 
   
   
2. Customer Website: Mr. Lee will initiate this request by contacting BEG through the online portal (WWW.BEG.COM). If there will be no online portal the vendor can contact through email address etc.
    
   OData Integration: If the prospective vendor is coming through website OData integration required with D365. Once the Vendor signoff, the vendor contact person can update the basic information, such as the vendor name, justification, organization number, and email address of the contact person. 
   
   DMF: Also, we can use the DMF(Data management framework) to import the prospective vendors in D365. This will be used if you are not using DMF integration).;
3. Setup D365 Workflow for New Prospective Vendor: Once the Prospective vendor available in Prospective vendor import form the workflow will be configured to convert the prospective vendor to the Approved Vendor. The purpose of this workflow is to guide the business to perform a series of steps which will lead them to create the approved vendor in D365F&O.
   
   Path: System Administration > Workflow > User Workflows(New Prospective Vendor)
   Setup Azure Active Director B2B: This will be one of the manual steps in the workflow, the responsible person will create the prospective vendor(Contact person) in the Azure AD
   
   
   
4. D365FO Prospective Vendor Registration Request: The requests are available in the D365(Prospective vendor registration request form). The procurement specialist will select the prospective vendor request and review the details. 
   • If everything is ok the procurement specialist will proceed with the invitation process by clicking the "Invite User" button.
   • The Processing status of the vendor registration request changes to “User requested“
   • A new user account in the Azure AD and in D365FO has been initiated in the workflow
   • The Procurement specialist will go to the user request and reviews the details to approve it
   • One of the steps in the workflow is to create the Azure AD B2B user manually. 
     

5. D365 Vendor Collaboration Request: Once the basic data for the prospective vendor available in the D365, it will flag in the Prospective Vendors registration form.
   Path: Procurement & Sourcing > Vendor collaboration requests.
   
   
6. The email invitation sent to the Vendor(Contact person) for the online registration.
   
   
7. Vendor contact person will signs up with the shared credentials through email. 
   
   
8. The vendor contact person will enter the name, address and contact information. 
   
   
9. After workflow status is approved check the status of the vendor request in the vendor request form
   Path: Procurement and Sourcing > Vendor collaboration > Vendor requests 
   Finally, the procurement specialist will complete the review process and once it's confirmed the new vendor will be created in D365.
   Note: The vendor group is the mandatory field to create the vendor record. Procurement specialist makes sure to select the vendor group in the vendor form.
   
   If you have any question related to Prospective Vendor Onboarding Process feel free to contact. 
   
   Cheers!
   Ali Danish
   Microsoft D365F&O Consultant