Onboarding
This section describes the configuration available in the Eftsure parameters > Onboarding tab.
General
| Section | Field name | Description |
|---|---|---|
| DEFAULT VALUES | First name | Free Text and default as Business |
| Last name | Free Text and default as Owner | |
| NAMING CONVENTIONS | Bank account id prefix | If blank, bank account prefix will be default as Bank1 |
| YourAccountNumber rule | Options to leave at Legal entity name in Master vendor file (Purchase order defaults - Our account number) | |
| Organisation name source | Option to select vendor account name to be created according to selected options | |
| ONBOARDINGS | Accept onboardings in the "Awaiting verifications" status | Default as NO. If user enable this option, vendor onboarding status will automatically change from Awaiting verification to Accept |
Accept Onboarding in the Awaiting verifications status should only be turned on for UAT purpose ONLY, in Production this option has to be off to let Eftsure perform verificaiton process.
The recommended option is to only allow the creation of suppliers once the onboarding has been reviewed by Eftsure. The option permits the creation of the vendor before the verification occurs. The new supplier will have an orange "Not Verified Yet" status until the verification has been completed and synchronised down to Dynamics 365 F&O. All actions (including self-certification) are available immediately after creation of the supplier, regardless of whether the verifications have completed.
Use such option when you wish to prepare vendor, purchase orders and invoices well in advance of payment and successful verification.
None of the information has been verified by Eftsure at this stage.
As default, pre-approval onboarding workflow will be disabled. For more information on how to setup pre-approval workflow please refer to Pre-approval onboarding
Banking options
This setup enables different banking options at the onboarding level and in vendor group configurations. It's also identifying how the vendor will enter their banking details.
Preferred option would be extracting EFT details directly from bank. However, depend on business workflow, process manual input option is also available.
Eftsure will NOT verify any other method of payment beside EFT where there is no BSB and Bank account. User can choose to onboarding new vendor with BPAY but no bank account will be created.
Addresses
Two types of addresses will be input via onboarding form (Eftsure portal). Default setup will be Business, end user can add or remove according to business requirement.
User has option to customise note for physical and postal address.
If below box is ticked, only Physical address will be created in D365 Vendor form otherwise vendor will have additional postal address.
These will reflect in Vendor master form
Contact information
Main contact details provided by vendor, which links direct to Vendor form contact purpose.
Option to override phone number formatting:
- No formatting: reflect as per vendor onboarding input
- National: mobile number will have standard format 0412 345 678
- International: mobile number with country code +61 412345678
Purpose for vendor contact info.
Each vendor was auto populated with a defined primary contact which can be viewed under Purpose for vendor contact's contact information.
New contact record will be automatically created.
Forms
Onboarding forms are used to retrieve supplier information from the supplier, after receiving the Eftsure invitation. These forms contain all required fields such as name, ABN, addresses etc
Additional custom sections and fields can be added or hidden to query the supplier for additional information.
Entire sections of Eftsure forms can be hidden in the Eftsure portal form designer.
The following forms definition are read-only and any changes need to occur in the Eftsure portal, prior to being synchronised to Dynamics 365. Once changes have been performed in Eftsure portal, the user can manually resync forms or a default daily morning batch will sync if enabled.
The Set as default button enables to activate the selected record as default value in the Eftsure parameters.
The Sync button retrieves the latest form(s) information from Eftsure.
For specific field mappings, see Field Extensions.
Greeting (Message to supplier)
This section enables end user to either use default temple or create new email templates and modify existing default templates.
For invite(s)
Default message that will appear in the vendor onboarding email. The message works with placeholders such as ##FirstName##, ##LastName## etc which could be setup under General section.
For change request(s)
Default message that will appear in the vendor change request email. The message works with placeholders such as ##FirstName##, ##LastName## etc which could be setup under General section.
Template
This tab is used when end user wishes to create different templates by company or due to business requirements.
Sample templates can be used by all Eftsure enabled entities.
If user assign particular legal entity under Company column when creating new template, it will only be applicable to that chosen entity.
Document management
Attachments
This section allows user to set attachment type as well download or delete attachment options.
Attachment type options
Download all documents uploaded by the vendor during onboarding.
Delete attachments from Eftsure servers after download: not recommended.
Expiring Documents
User can set expiry date for all support documents with notification sent to selected email address once expired.
Different email groups which can be modified
