## Documentation Index Access the complete documentation index at: https://www.zoho.com/ke/books/help/llms.txt Use this file to discover all available documentation pages before proceeding. # Vendor Onboarding Vendor Onboarding enhances the process of bringing in new vendors to your organisation. 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 organisation. ## User Actions ### Enable Vendor Onboarding Here’s how you can enable vendor onboarding for your organisation: * Go to **Settings** in the top right corner of the page. * Click **Vendor Portal** under _Setup & Configurations_. * Check **Collect vendor’s organisation details when they sign up for the portal**. * Click **Save**. ![Check Collect vendor's organization details when they sign up for the portal](/books/help/images/billpay-addon/vendor-onboarding/enable-vendor-onboarding.png) 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 organisation: * 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**. ![Enter the vendor's display name and email address to invite them](/books/help/images/billpay-addon/vendor-onboarding/invite-vendor.png) An email will be sent to the vendor’s email address. Learn how your vendor can [accept the invite](/ke/books/help/billpay-addon/vendor-onboarding.html#sign-up-to-portal) and [fill in their details](/ke/books/help/billpay-addon/vendor-onboarding.html#fill-in-business-details). * * * ### Cancel a Vendor Invite You can cancel the invite sent to a vendor. Here’s how: **Note:** You cannot cancel the invite if the vendor has accepted it. * 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 to cancel the invite sent to them](/books/help/images/billpay-addon/vendor-onboarding/cancel-vendor-invite.png) * Click **Cancel Invite** again in the pop-up that appears. * * * ### 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**. ![Click Approve to approve a vendor](/books/help/images/billpay-addon/vendor-onboarding/approve-vendor-vad.png) * If [Vendor Approvals](/ke/books/help/billpay-addon/vendor-approvals.html) is enabled for your organisation, click **Approve and Proceed**. The vendor details will be sent for further approval based on your organisation’s approval flow. ![Click Approve and Proceed to send vendor details for further approval](/books/help/images/billpay-addon/vendor-onboarding/approve-vendor-vae.png) * Click **Proceed** in the pop-up that appears. * 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, invoices, and more. Users in your organisation 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. ![Click Request More Details to request the vendor to provide additional details](/books/help/images/billpay-addon/vendor-onboarding/request-more-details.png) * 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](/ke/books/help/billpay-addon/vendor-onboarding.html#resubmit-requested-details). * * * ### 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**. ![Click Reject to reject a vendor](/books/help/images/billpay-addon/vendor-onboarding/reject-vendor.png) * 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 organisation. Here’s how: * Go to **Settings** in the top right corner of the page. * Click **Vendor Portal** under _Setup & Configurations_. * Uncheck **Collect vendor’s organisation details when they sign up for the portal**. * Click **Save**. Vendor Onboarding will be disabled for your organisation, 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: * [Business Details](/ke/books/help/billpay-addon/vendor-onboarding.html#business-details) * [Address Details](/ke/books/help/billpay-addon/vendor-onboarding.html#address-details) * [Tax Details](/ke/books/help/billpay-addon/vendor-onboarding.html#tax-details) * [Bank Details](/ke/books/help/billpay-addon/vendor-onboarding.html#bank-details) * [Other Details](/ke/books/help/billpay-addon/vendor-onboarding.html#other-details) #### Business Details Fill in your business’s details, the currency in which your company does business, the primary contact of your business, and the language in which you want to view the portal. Click **Save and Next** to proceed. ![Fill in your business's basic details](/books/help/images/billpay-addon/vendor-onboarding/vendor-organization-details.png) #### Address Details Add the billing address of your business. You can 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. ![Fill in your business's billing and shipping addresses](/books/help/images/billpay-addon/vendor-onboarding/vendor-address-details.png) #### 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. ![Fill in your business's bank details](/books/help/images/billpay-addon/vendor-onboarding/vendor-bank-details.png) #### Other Details Fill in the other details requested by your customer. Click **Save and Next** to proceed. ![Fill in your business's bank details](/books/help/images/billpay-addon/vendor-onboarding/vendor-other-details.png) #### 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 organisation, 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. ![Fill in your business's bank details](/books/help/images/billpay-addon/vendor-onboarding/vendor-resubmit-requested-details.png) * Click **Submit for Approval**. Your details will be sent to your customer again for approval.