Vendor group configuration

In Microsoft Dynamics 365, a vendor group is a way to categorize vendors with shared characteristics, such as payment terms, location, product types, or default ledger accounts...

Assigning vendors to groups streamlines data management, applies consistent rules and policies across similar vendors, and simplifies financial reporting by using the group's default parameters as a template for new vendors within that group.

In Eftsure inside D365FO, the vendor group is also used to configure multiple settings, automations and exceptions.

To configure these settings, go to Eftsure parameters > Vendor groups.

The following sections are available, each allowing key users to configure different aspects of the vendor behavior for this group.

• Automation : Changes to workflows and automation

• Display: For usage in the New Onboarding menu

• Forms: Onboarding forms management

• Hold: Vendor hold settings

• Self Certification: Multi level self certification configuration

• Greeting: Onboarding greeting text configuration

• GST Validation: GST Fraud validation

• Bank provisioning details: Onboarding banking options

• Vendor collaboration: settings for external collaboration with vendors

note

All vendor groups need to be configured before onboarding vendors.

For more details relating to onboarding workflow by vendor group, please refer to Pre-approval onboarding.

Automation

Allow user to automate and simplify onboarding process by each vendor group.

Section	Field name	Description
Automation	Exclude from Eftsure (on creation only)	Exclude vendor group from Eftsure sync for new vendor creation only
	Accept onboarding(s) on Review status	Auto change onboarding status from Review to Accept
	Insert or Update Vendor on Accept onboarding(s)	When user accepts onboarding (with vendor group and auto number sequence), this option will automatically create vendor. Otherwise user has to accept onboarding then create vendor

If Vendor group is excluded from Eftsure verification when employee is onboarded, no bank account for newly created employee group will be verified.

New employee will be excluded.

Eftsure will also be disabled for this vendor group.

Display

Users have an option to display additional onboarding form on New menu under Vendor form with flexibility to identify menu order. See for more informations

Section	Field name	Description
Display	Custom label (Wizard and menu item captions)	Label which will appear on New creation menu
	Show in workspace New menu	Hidden or shown in New menu in Vendor master form
	Order	Order of label appear in New menu

Forms

This tab allows user to set default onboarding and change request forms as well as select editable or non-editable default Onboarding form for the Vendors associated to this group.

Section	Field name	Description
Form	User can edit	Allow user to choose different onboarding/change request form
(Onboarding/Change request)
	Default onboarding form	Default onboarding form appears in onboarding invite
	Default change request form	Default change request form appears in change request invite
	Default First name	First name appears on both forms
	Default Last name	Last name appears on both forms

Self-certification

User has option to select user group authorised to self-certify vendors (Level 1 & 2 if applicable).

warning

If business requires 2 levels approval, a request should also be sent to Eftsure support team to be set from Eftsure portal before setting up in D365.

User group can be added or modified using same function available within D365.

Right click Level 1 field name, select View details

Or via menu path System administration > Users > User groups

Adding or remove user from user group.

As Self-certification has been defined with 2 levels of approvers, only user in approval group can certify.

Basing on business requirement, self-certification with no approval can also be switched on if user has appropriate permission.

Level approval to leave blank for employee group and save the configuration.

User can select not yet verified employee for Self-certification.

Employee will be certified and ready for payment.

Certified employee will be shown in Eftsure workspace Self-certified tab.

Greeting

Invite text to be changed to Onboarding text (consistence with [Email templates (Message to supplier)](#Email_templates(Message)

This section is similar to [Email templates (Message to supplier)](#Email_templates(Message) but giving user more options to configure by vendor group.

Section	Field name	Description
Greeting	User can edit	User can select different greeting email template
	Invite text	Onboarding invite email template
	Change request text	Change request email template
	Preview	Preview (read-only) once change is saved from text template

info

Disable 'User can edit' button can change the onboarding from 3 steps wizard to 2 steps once Vendor group is selected.

GST Validation

Verification of GST occurs in both journals and vendor invoices and enforces GST where appropriate only. This feature only applies to vendor groups that are enabled for GST validation.

You can activate GST Validation for vendor invoices, or for all the payment journals having enabled GST Validation in the journal name setup.

Section	Field name	Description
GST Validation	Vendor invoices	GST validation enabled on vendor invoices
	Ledger journals	GL Vendor payment journal with GST validation

Complete the setup via General > Journal setup > Journal names.

You can activate ABN/GST Validation for vendor invoices, or for all the payment journals having enabled GST Validation in the journal name setup.

Applicable Vendor group will show in highlighted blue box for user reference.

Bank Provisioning details

This tab allow user to provide flexibility or set rules for vendor when filling in bank account in onboarding form.

Vendor can either get EFT details directly from their bank using re-direct link from the portal or manually input EFT details if below function are enabled.

Section	Field name	Description
Bank provisioning details	User can edit	Select editable or non-editable default Bank provisioning options for the Vendors associated to this group
	Get EFT details directly from bank	If only this option is switched on, vendor will need to input bank account via bank portal
	Enter EFT details manually	This option will allow vendor to input bank account details in onboarding form
	Allow cash/cheque/BPAY/other	This option will allow vendor to select other payment options

info

Disable 'User can edit button' can change the onboarding from 2 steps wizard to 1 step wizard once Vendor group is selected.