Vendor Onboarding in Procurement
Overview
Save time collecting information from vendors, with a tailored vendor onboarding experience you can launch directly from a procurement request approval workflow.
How to configure approvals
Configure vendor onboarding (Admin only)
A structured vendor onboarding approval workflow can be configured in the vendors page as described in this article. Important Configuration Note: For Procurement requests to trigger this specific workflow, you must ensure the "Creation Source" is correctly configured in your approval workflow editor.
- Open the Edit view for your Vendor Approval workflow.
- Ensure that "Procurement Spend Request" is selected as a valid Creation Source (alongside Manual or Bulk Import).
- If this source is not selected, procurement requests will bypass this specific vendor approval flow.
How the approval flows work
Once enabled, every time a new vendor is added as part of a procurement request, Ramp will handle both the request and vendor approval in one of two ways.
Scenario a: vendor approvals are turned ON (recommended)
When a user submits a Procurement Request that includes a new vendor, two approval flows will begin in parallel:
- The Procurement Request Approval
- The Vendor Approval
Approval Logic:
- Pending State: The Procurement Request will not be fully approved until BOTH the request approval and the vendor approval have been completed.
- Rejections: To keep your data clean, the two flows are linked:
- If the Request is rejected, the Vendor approval is automatically deleted.
- If the Vendor is rejected, the Request is automatically deleted.
Scenario b: vendor approvals are turned OFF
If you do not enable the new vendor approval settings:
- The Vendor will be automatically approved once the Procurement Request has been approved.
Important Note: If Vendor Approvals are turned ON but there are no conditions that apply to procurement, all vendor onboarding from procurement requests will follow scenario B.
Syncing new vendors to your ERP
When a Procurement Request results in a new vendor being created and approved, the vendor is not automatically synced to your ERP. You must manually sync the new vendor to your ERP after the approval process is complete.