Self-certification

Customers who have done their own verification can sign off on a supplier's payment details as safe to pay with self-certification.

Self-certification can be used when the customer is confident that a supplier's banking details are correct, they can be trusted (self-certifying a new supplier is not recommended) and do not need to be Eftsure verified.

A customer may also decide to self-certify a supplier instead of using the Eftsure verification process if a supplier is unable to complete the Eftsure verification process (policies and processes in the supplier's organisation, supplier prefers a different way of verifying, supplier cannot be reached by phone and/or email).

User permissions:

The self-certification feature is only available for users associated to the D365 Eftsure Self-Certifier security role.

Self-Certifying a Supplier

The self-certification feature can be accessed via Eftsure menu in all vendors related forms:

• Menu Account Payable > Vendors > All vendors form - Button Eftsure > [ACTIONS] Self-certification.

• Eftsure Workspace > Vendors - Button Eftsure > [ACTIONS] Self-certification.

• Menu Account Payable > Vendors > All vendors form > Bank Accounts - Button Eftsure > [ACTIONS] Self-certification.

Users have the option to self-certify one or multiple bank accounts for a single Vendor.

Suppliers are eligible for self-certification in the following cases: 

• Not yet verified (Orange thumb) 
• Account name differs (Red thumb): The verified name does not match the bank account name found in your accounting software.

Once a supplier has been self-certified, the verification status will change to a sideways green thumb .

All self-certified Vendors are listed in Eftsure Workspace > Vendors> Self-certified.

Self-Certifying in Bulk

If users have a large number of suppliers to self-certify, multiple suppliers can be self-certified in one go. 

1. Navigate to Eftsure Workspace > Vendors.

2. Select all or multiple suppliers

   1. Choose all suppliers by ticking the first box

   2. Select multiple suppliers by ticking the box to the left of the suppliers' names

3. Click Self-certification under Button Eftsure >[ACTIONS]

Cancelling Self-Certification

After self-certifying a supplier, users can cancel or remove that self-certification if they decide to put the supplier through the Eftsure verification process or make the supplier inactive. 

1. Click Self-certification under Button Eftsure >[ACTIONS]

2. Select Remove Self-certification and click OK.

3. Once self-certification is removed.

The supplier verification status will change from the sideways green thumb icon  to the current verification status of the supplier's bank account details.

The same goes for customers using dual self-certification.

note

User cans perform multiple self-certifications but can NOT Remove self-certification in bulk due to security reason.

Multi Self-Certification: Two Levels of Self-Certification

Eftsure allows customers to choose between a 1-level or 2-levels self-certification process, offering more control. By default, all customers are set to 1-level self-certification.

note

To activate multi self-certification on the portal, customers can send their request to the Eftsure Support team by clicking on the Help Bot in the Eftsure portal or clicking here.

Configuration

Once the multi self-certification is activated on the portal the following components must be configured in D365.

Eftsure workspace > Parameter > Vendor groups

• Select the relevant Legal Entity,

• Select the relevant Vendor group,

• Navigate to Self-certification.

• Choose the Level 1 and Level 2 approver(s)/user group (all users must have the Eftsure Self-Certifier D365 role).

• If the customer does not have an email notification template, we recommend using the "Create Email Template" feature to generate a default template.

Process

When a user self-certifies a supplier, the supplier status will not change to a sideways green thumb as per usual, the multi self-certification workflow will begin.

• The first self-certification will follow the same process as in the section Self-Certifying a Supplier. The self-certification approval level(s) will be displayed in the Self-certification dialog box.

• Once the first self-certification is completed, a confirmation message will be displayed indicating the completion of the first action.

note

During testing, please consult with your IT team, as emails are typically not sent from the sandbox environment.

• The Level 2 approver(s) will receive an email notification based on the configuration. In Eftsure Menu, they can then click on Self-Certification - Pending 2nd Approval to proceed with the Self-certification (as in the section Self-Certifying a Supplier).

The vendor bank account will be Self-certified after this action.

Users:

A single user can be included in both Level 1 and 2 User Group Approval, but the self-certification task must be done by 2 different users.