How to review vendor applications
Once a vendor has completed the onboarding for your organisation, their status within Felix will change from Invited to Pending Approval. You can review their submission at this point and approve or decline as necessary.
Tip: Only users with the necessary permissions are able to approve or decline vendor applications. You can learn more about approving or declining vendor applications in our guide; How to approve or decline a vendor.
When evaluating a vendor's application, it is important to check through each of the sections relevant to your organisation's onboarding procedure. These sections may include:
- Vendor Details
- Compliance Documents
- Standard Rates Requires the Standard Rates Approval feature to be enabled for your organisation.
- Job History Requires the Vendor Experience feature to be enabled for your organisation.
- Payment Details Requires the Payment Details feature to be enabled for your organisation.
Warning: This article will outline notable details from each section that should be reviewed, however, all vendor applications should be reviewed thoroughly and in accordance to your organisation's requirements.
Reviewing vendor details
Every vendor is required to provide their business details and the personal details of the account owner during their onboarding.
You can access vendor details in the Details tab of the vendor profile. Notable fields for review include the Legal Business Name and Business Number.
Reviewing the questionnaire
The questionnaire is the primary driver for vendor compliance on Felix. These are a series of questions set by your organisation to ensure that the vendor conforms to standards, or meets the required attributes to become approved as part of your vendor network.
You can view a vendor's responses to the questionnaire in the Questionnaire tab of the vendor profile. Each section of the questionnaire can be assigned to one or more organisation users for sign-off. If your organisation is using sign-off, it is a good idea to check the Comments and Sign-Off Status of each section.
Tip: You can learn more about reviewing and signing off a vendor's questionnaire responses in our guide; How to review questionnaire responses.
Reviewing compliance documents
Compliance documents can be an optional or mandatory component of the onboarding process and can be viewed from the Compliance Documents tab of the vendor profile.
If mandatory, documents should be checked to confirm that the vendor has provided the required documents and that the information between the physical document and the information entered into Felix is consistent.
If compliance documents are optional, the vendor may not have provided any documents, however it is worth checking that any documents the vendor may have provided are true and correct.
Tip: You can learn more about reviewing a vendor's compliance documents in our guide; How to validate compliance documents.
Reviewing standard rates
Standard Rates can be provided against services on Felix. If your organisation requires approval of standard rates, you are able to review them by accessing the Services > Pending Rates tab in the vendor profile.
Tip: If your organisation doesn't use the Standard Rates Approval feature, you can skip this step.
Reviewing job history
Job history allows vendors to provide the details of their previous work experience as part of their application. Depending on your organisation's requirements, you may be required to check vendors have a certain level of experience or the type of projects the vendor has worked on before.
You can view a vendor's job history by navigating to the Job History tab of the vendor profile.
Tip: If your organisation doesn't use the Vendor Experience feature, you can skip this step.
Reviewing payment details
Felix allows vendors to provide the details and supporting documentation for their payment accounts. If your organisation is using this feature, vendors should be reviewed and validated to ensure the information that they have provided is accurate and up-to-date for accounts purposes.
You can view a vendor's payment details under the Payments tab of the vendor profile.
Tip: If your organisation doesn't use the Payment Details feature, you can skip this step.
Tip: You can read more about validating a vendor's payment details in our guide, How to validate payment details.