Vendor lifecycle statuses

Overview

Beta. This feature is currently in Beta.

Vendor lifecycle statuses show whether a vendor can be used for payments or is still moving through an approval or setup workflow. During Beta, businesses with feature access can view and filter statuses from the Vendors page when they use Bill Pay or Ramp Procurement. Businesses that use Ramp only for card expenses do not see vendor statuses. On hold is available only with Bill Pay.

Understand vendor lifecycle statuses

Ramp uses five vendor statuses:

• Active — Approved for payments. An Active vendor can be changed to On hold or Inactive.
• Inactive — Deactivated, no payments allowed. Inactive vendors cannot be edited. Changing a vendor to Inactive removes its vendor owners. To reactivate the vendor, you must select at least one new owner.
• On hold — Temporarily paused from payments. This status is available to businesses using Bill Pay and prevents bills from being paid until the hold is removed. See Hold payment for bills and vendors.
• Pending — Awaiting approval to become active. A vendor remains Pending until the process that set this status completes, then Ramp resolves the status automatically. There is no manual action to move a vendor out of Pending. If the vendor profile shows an approval notice, select View to review the originating process.
• Unmanaged — Created from expenses. Unmanaged vendors do not have manual status actions. Ramp updates the status when the vendor is reused in vendor creation, a bill, or a qualifying spend request.

The Vendors table initially shows Active, Pending, and On hold vendors. Use the status filter on the Vendors page to include Inactive or Unmanaged vendors.

Vendor lifecycle statuses and accounting sync

If your business uses Two-Way Vendor Information Sync with a supported accounting integration, Ramp can add Active and On hold vendors to the vendor sync queue when an eligible vendor update occurs. Ramp does not newly add Pending, Unmanaged, or Inactive vendors to that queue.

Changing a vendor's lifecycle status does not by itself sync the vendor or deactivate, archive, or remove its matching vendor record in your accounting system. A vendor already queued for sync can still sync if its status changes before the sync is processed.

Change one vendor's status

To change a status from the Vendors page, you need permission to modify all vendors. You can also change a status from a vendor profile when you have permission to edit that vendor. If a vendor edit is awaiting approval, status actions are unavailable until that approval is resolved. The available action depends on the current status:

• Active: Change the vendor to Inactive, or place it On hold if your business uses Bill Pay and you have permission to modify Bill Pay bills.
• On hold: If your business uses Bill Pay and you have permission to modify Bill Pay bills, change the vendor to Active to release the hold or change it directly to Inactive. Releasing a hold from the vendor profile's hold notice can also let eligible users set payment dates for affected bills.
• Inactive: Select Active, choose at least one vendor owner in the reactivation form, and select Reactivate.
• Pending: Complete the process shown on the vendor profile. The status resolves automatically when the originating process completes and cannot be changed from the normal status menu.
• Unmanaged: No manual action is available. Ramp updates the status automatically when the vendor is reused in vendor creation, a bill, or a qualifying spend request.

Changing a vendor to Inactive does not cancel or unschedule its existing bills or payments. Review the vendor's bills from Bill Pay and cancel or unschedule eligible payments separately.

Change multiple vendor statuses

From the Vendors page, select vendors that have the same current status to use an available bulk status action:

• Active vendors can be changed to Inactive.
• On hold vendors can be changed to Active or Inactive if you have permission to modify Bill Pay bills.

You cannot place vendors On hold in bulk, reactivate Inactive vendors in bulk, or bulk-change Pending or Unmanaged vendors. A selection that contains different current statuses does not offer a bulk status action.