Supplier release (creation)

Supplier release workflows for releasing the creation of suppliers are executed depending on the registration type used to create a vendor in the system.

Release of the supplier creation

If the supplier creation is released, the supplier is created in the supplier management, receives a supplier organization and is available for further use in Onventis.

Rejection of supplier creation

If the vendor creation is rejected, the corresponding vendor data is deleted again. No vendor organization is created and the vendor is generally not available for use in Onventis.

Grouping registration types

For a simplified system configuration, in the area of the basic data of a supplier release (creation) workflow, these can now be grouped according to registration types and thus release strategies can be mapped in which the release workflows for the creation of suppliers are the same for certain registration types.

Alternatively, a Vendor Approval workflow can be created for All Enrollment Types so that the review criteria configured in the workflow are reviewed regardless of the enrollment type.

Approval step

In the Approval step area, you can define who is to receive the approval request.

You have the following configuration options in the approval step:

• Step: You can use the drop-down menu to specify the order in which the approval steps are checked. The approval steps should be structured in the same order as a vendor release runs through the approval logic. steps can also be carried out in parallel. For this, the “Parallel” option must be activated.Example of a sequential sequence:
  Step 1: Status of the supplier
  Step 2: Material group electronics
  etc.

• Type: Two types of approval steps are available from the drop-down menu:

  • Release: If the approval step is defined as type release, the supplier must be released manually & actively.

  • Information: If the approval step is defined as type Information, the approver is informed by e-mail about the newly created supplier.

• Approver (User): By using this option and selecting the user, you can define which user has to approve the supplier.

• Approver (user group): By using this option and selecting the user groups, a user group can be set as approver.
  With this option, all users in the user group are informed by e-mail. As soon as one of the users from the user group edits the supplier release, the remaining users can no longer edit it.

   

  • Approver selection: If the approver selection is activated, the user can specifically select the desired approver of the user group via drop-down menu.
    Thus, the approval can be addressed to a specific group member.

• Responsible user: The responsible user stored in the supplier is the approver of the step.

• Responsible user group: The responsible user group defined in the vendor is the approver of the step. With this option, all users in the user group are informed by e-mail. As soon as one of the users from the user group edits the supplier release, the remaining users can no longer edit it.

• Substitute (User) – after X minutes / hours / days: Possibility to select a user from the dropdown menu who will get the supplier release forwarded for approval after the selected time period (in minutes/hours/days).
  Forwarding takes place automatically if the first user does not process the supplier release.
  The selection of days takes into account the workday configuration of your organization.

• Representative (user group): – after X minutes / hours / days: Possibility to select a user group from the dropdown menu, which will receive the supplier release after the selected period (in minutes/hours/days), for approval.
  Forwarding takes place automatically if the first user does not process the supplier release.
  The selection of days takes into account the workday configuration of your organization.

• Substitute from the user administration: – after X minutes / hours / days: here, the substitute of the user who is stored in the user administration with the approver is always determined automatically. The permit is forwarded to the representative for approval after the selected time period (in minutes/hours/days).

If a release request is forwarded to another approver and the new approver has a permanent substitute who is valid for approvals, the substitute automatically receives a release request by e-mail after the time defined in the workflow step.

Example 1:
For the material group “Office supplies”, the approver is a user from the user group “Purchasing”, for example, Max Mustermann.
Max Mustermann has entered Heike Mustermann as a substitute for his vacation period.
The supplier approval must be carried out by Heike Mustermann in the selected period.

It is always advisable to set up a substitute, since an approver may be absent due to vacation or illness and the vendor release is waiting for approval in his or her release list and is not processed.

Release criteria

In future, the following check criteria will be available for the release of newly created suppliers, which can be linked collectively via the chaining setting – via AND (all configured criteria must be fulfilled for the step to take effect) or OR (one of the configured criteria must be fulfilled for the step to take effect) linking:

Data validation

Duplicate Suspects

Explicit criteria

Intercompany supplier
Standard supplier
Checked for compliance
Status (multiple selection)
Vendor categories (multiple selection)
Material groups approved (multiple selection)
Material groups rejected (multiple selection)
Organizational unit (multiple selection)*

• These are organizational units that can be optionally selected by a supplier as part of the supplier’s self-registration or that have been explicitly maintained by the customer for release processes. These organizational units explicitly have nothing to do with the actual extended organizational units.