Overview
Ramp’s vendor control features enhance your ability to manage and oversee vendor information, ensuring security and accuracy across your transactions. Here's everything you need to know about Vendor Controls and how to use it effectively.
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How to set up vendor controls
To require approvals for vendor edits, begin by configuring a vendor approval policy that meets your company needs. Follow the steps below to get started:
- Navigate to Settings > Expense policy
- Click into Vendors within the Approvals section
- Click Turn On to require approvals for vendor edits
If at any point, your business no longer requires approvals on vendor edits, an admin at the business can click “Turn Off” from the vendor approvals page.
After, configure which conditions should trigger a vendor approval flow. Ramp currently supports the following vendor approval conditions
- Edits to specific vendor fields - configure an approval flow if an edit is made to one of the following vendor profile fields:
- Vendor owner
- Vendor contact
- Tax information
- Bank details
- Mailing address
- Edits made by specific user roles - configure an approval flow if one of the following user role makes an edit to any of the above vendor profile fields
- Admin
- Bookkeeper
- Manager
- Employee
Once you have set your desired conditions, select which individuals to be added to the vendor approval/notification chain.
Please note, vendor approvals are currently only supported for edits to existing vendors. Approvals for net new vendors is not currently supported.
Once the desired vendor approval is configured, click Save workflow to save your changes and
Please note, any updates or changes to approval policy will be applied to any future vendor edits. Ramp cannot retroactively apply policy updates to previous edits.
Making edits to vendors
Based on your organization's vendor approval policy, now when certain fields or certain users edit a vendor, the editor will be told that the vendor update will require a review and approvals. Once the editor submits their vendor update proposal, there will be a banner at the top of the vendor profile indicating there are pending vendor changes that are awaiting approvals.
Only once the vendor update proposal is approved by all reviewers will the vendor profile be formally updated with the new details. Until then, the vendor update is tentative and will not be reflected on the vendor profile.
Additionally, please note, while a vendor is undergoing review, additional edits and updates cannot not be made by anyone other than the original requestor.
Review and approving vendor edits
Approvers will receive an email notification when it is their turn to review the vendor update request.
They may review and approve directly from the email or from the Ramp platform. Approvers can review all pending vendor updates that require their approval from three areas within the Ramp.
- From Inbox > Vendors tab
- From Vendors > Needs review tab
- From the yellow banner at the top of the vendor profile
| From Inbox > Vendors tab | From Vendors > Needs review tab | From the yellow banner at the top of the vendor profile |
Once all approvals are met for the vendor update request, the vendor profile will be modified with the new approved details.
Rejecting vendor edits
If a vendor update is rejected by an approver, the requestor will be notified via email. Rejected vendor updates will not update the vendor profile and the profile will remain the same.