Vendor creation approval

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Posted on by JacksNZ

We want to merely achieve a newly created Vendor record to be "on hold " or awaiting an approval before we are able to transact.

The new "Vendor approval" feature in AP parameters does not help for newly created vendors. It will prevent changes once created but I am able to transact with the newly created vendor record even though I have selected "Reject all changes" option.

I am aware that there are features to enlist third party vendor users as users in the system and also collaboration activities possible.

Is there any other way we are able to get this done through an workflow (other than customising)?

Thanks in advance.

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André Arnaud de Cal... 300,911 Super User 2025 Season 2 on at

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Hi JacksNZ,

There is a Vendor requests feature in Dynamics 365: docs.microsoft.com/.../vendor-onboarding

For the vendor requests, you can setup approval workflows.

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JacksNZ on at

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Thanks Andre,

The vendor requests works with Vendor collaboration. All these are meant for an external vendors. This lengthy process creates external user, approval of the user, evaluation etc and also creates the vendor record.

I am looking at a situation where an internal company user creates the vendor record and then gets it approved.

If I were to use the vendor collaboration and the requests, need to check if I can nominate an internal user account every time I need to enrol a new vendor-may not work I guess as the system will insist on separate email address every time this creates a prospective vendor user.

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John Ray Patajo 837 on at

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Hi JAck,

There is no standard Workflow for Vendor Approval.

Regards,

JR.

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Christoph Thaler 5,442 on at

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Hi JacksNZ.

I analyzed such a requirement some time ago. The idea was to block a new created vendor or customer and inform another person to finalize the creation and approve the data. As soon as this is done the vendor or customer should be released. I was able to do this by using power automates. It is not perfect but it works. I configured a alert based business event and used the data I received in the flow.

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Rahul Mohta 21,032 on at

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one of the way is the change the default on hold status to all whenever a new vendor is created and then user vendor workflow to authorize changing it

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Ludwig Reinhard Microsoft Employee on at

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Hi JacksNZ,

If the vendor collaboration is not an option for you then have a look at PowerAutomate that Christoph described.

Used something similar in the past; might not be a perfect solution but it might do the job.

Best regards,

Ludwig

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André Arnaud de Cal... 300,911 Super User 2025 Season 2 on at

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Hi JacksNZ,

Thanks for the clarification. Similar to Christoph, we did in the past some customizations to have a customer and vendor initially blocked for all transactions. Then only some users did get access to unblock this status. At that time, there was no Power Automate approval flows available. Now the approval flows can be used for this purpose.

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JacksNZ on at

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Thanks for the reply, appreciated

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JacksNZ on at

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Thanks for the advice, appreciate it.

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Community Member on at

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Hi!, Thanks a lot for this answer! I happen to be on a similar quest, would you have a blog or tutorial similar to what you did with Power automate?

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