Vendor Contracting Overview

Step 1: Vendor Request

1. Create custom website content with links to webforms. ​-OR-
2. Use standard onboarding screens to walk vendors through signup process. ​
3. Web form for website visitors to request to join approved vendor network.​
4. Custom form to create vendor record in intacct with additional required attachments for qualification and compliance. ​
5. Workflows for manual approval and 3rd part verification with Compliancely and BYTEPLANT integrations. ​
6. Update and create a vendor record in Intacct post final approval of workflow.

Action: 

1. You may wish to use your web team to build a more integrated experience into your website. Use links to forms to create tutorials for a more step by step experience for onboarding vendors.​
2. Use the onboarding page builder to serve as a resource under a simple link to “Become a vendor”. Configure your narrative and button text. ​
3. Modify or Create a Vendor onboarding form to gather required data to send to Intacct post completed approval workflow. ​
4. Create 3rd party validation and compliance with Compliancely and BYTEPLANT to verify address, phone, email, EIN, Etc. ​
5. ​Configure Portal narratives in portal designer as well as desired forms, insights and resources for Vendor data sharing.

Step 2: Vendor Portal Application

1. After approval, invite Vendor to the “Approved Vendor” portal experience. ​
2. In the portal you can configure a narrative for submitting invoices, Submitting bids, updating vendor information, and submit requests in for change orders and payments. ​
3. Vendor can self service status of invoices sourced from Omnidek workflow and AP Bill via standard “My Invoice” insight report, or you can build your own data widget as part of the portal.

Action:

1. After you have the portal experiences configured, you will need to set tags for vendors. The system works by default to show the end user only items pertaining to what they have been tagged to. I.e. Vendor. Make sure you train the administrator on the importance of tagging as part of the invitation process. You can set multiple tags per user.​
2. User the admin tools as well to manage users, resend invitations, etc.

Step 3: Contract Signing

Now that the vendor is a verified and qualified vendor, you can now work more intimately with the vendor. One way is via electronic signatures. ​

1. Create a contract template using snippets. Setup workflows for signing order. ​
2. Select a template nippet from a designated “contract” form. Modify to the terms of the contract, and invite the vendor to sign the document. The vendor can use Chat to make recommendations on Contract modifications, or electronically sign the contract.

Action:

1. Create a contract template library using snippets.​
2. Configure approval workflows for signers at various steps.​
3. If the desired workflow is to create transaction definitions or payables, connect the action nodes in workflow to populate destinations in Intacct.

Step 4: Contract Signing and Creating Transactions

You can use the same functionality to create transaction definitions to deepen the workflow integration with Intacct. Select a snippet for contract collaboration, but also select the vendor and enter line details that will populate transaction definitions once all parties have signed, and approvals have been met. This can happen as Award Commitments, Subcontracts, and Work Authorizations. Process can also update AP BILL and bypass purchasing all together.

Action:

1. Embed Contract snippet in Purchasing or AP Bill Clusters​
2. Setup sequential workflow nodes for gathering electronic signatures​
3. Set Workflow actions to destination end points in Intacct.

Step 5: Contract Storage and Vendor Channel 

1. It may be desired to not use the features of Sage Forms for contract signing. In this event, you can setup a “Contract Profile” which is designed to reference the vendor, attach the contract, and attach all required compliance documents for the project. ​
2. This workflow can happen via a form initiated from the vendor where they attach all their compliance documentation. ​
3. By utilizing forms and referencing the vendor, the platform creates powerful content management via the “Channel” feature. All forms roll up into a “vendor file” for vendor content management.​

Action:

1. Place vendor lookup on forms you wish to have as part of the vendor file. ​
2. The system will create a channel automatically. Use the Channel configuration to limit data access for user groups.