This article guides you through the process of reviewing an onboarding submitted by a supplier. You will learn how to approve an onboarding, send it back to the supplier for revision, or reject it.
Prerequisites
- A supplier must have submitted an onboarding process for review.
- You must be assigned as a reviewer or approver for the corresponding onboarding process.
Step-by-Step Instructions
1. Access the Onboarding Process for Review
You have several ways to open a pending onboarding:
- Via the Dashboard: Navigate to your Dashboard. In the Tasks widget, you will find a task for the onboarding that needs to be reviewed. Click on it to go directly to the process.
- Via Onboarding Administration:
- Click on Suppliers in the top navigation bar.
- Select Onboarding Administration from the dropdown menu.
- Find the relevant onboarding in the list (Status: "SUBMITTED BY SUPPLIER" or similar) and click on it to open.
2. Review the Onboarding Data
- Inside the onboarding process, you will see the data filled out by the supplier, divided into various sections (e.g., Company Data, Bank Account).
- Navigate through the individual sections by clicking the Next button at the top.
3. Approve Sections, Documents, and Questionnaires
Depending on the configuration of the onboarding process, certain elements must be individually reviewed and confirmed before you can proceed.
- Documents/Certificates: Click the round circle icon next to each uploaded document to mark it as reviewed.
- Questionnaires: Scroll to the bottom of the questionnaire and click the Approve this Questionnaire button. If the questionnaire contains knockout criteria that were not met, they must be confirmed separately.
- Cross-functional Onboardings: If multiple departments are involved, each section must be approved individually using the green Approve Section button.
4. Finalize the Review Process
After reviewing all sections, you have three final options:
Option A: Approve Onboarding
- If all data is correct, click the green Approve this Onboarding button at the top right.
Option B: Send Onboarding Back for Revision
- If corrections are needed, you can send the process back to the supplier with comments.
- Simple Process: Click the Reopen this Process button. In the pop-up window, enter your notes and click Notify Supplier.
- Cross-functional Process: In the relevant sections, click the light red Comments button to add your remarks. The final approver collects these and sends them back collectively by clicking Reopen this Process.
Option C: Reject Onboarding
- If you decide not to proceed with the supplier, click the red Reject Supplier button.
Pro-Tips & Troubleshooting
- "Next" button is disabled: Ensure that all required documents and questionnaires in the current section have been confirmed. The button only becomes active once all review steps within the section are complete.
- Check status in cross-functional onboardings: Click the yellow box (e.g., 1 / 8) on the left side to open the APPROVER STATUS pop-up. Here you can see which reviewers have already approved their sections and which are still pending.
- Difference in sending back: Note the difference in commenting: In cross-functional processes, comments are collected per section via the Commentsbutton. In simple processes, a single overall comment is sent via Reopen this Process.