How to approve or decline a vendor

After reviewing a vendor's submission you can approve or decline their application as necessary.

Note:  Only organisation users with the necessary permissions are able to approve and/or decline vendor applications. To learn more about permissions you can read our guide; Global security group permissions.

Approving a vendor application

To approve a vendor's application:

1. Click on Vendors in your navigation bar to access the vendor listing
2. Locate the vendor you wish to approve
3. Hover over the ‌ more icon beside the relevant vendor
4. Select View Profile from the drop-down menu
5. Click the Approve button
6. Select the appropriate approval method for the vendor's panels   ^‌  
7. Select the appropriate approval method for the vendor's standard rates   ^‌  
8. Click the Yes button

Once approved the vendor will receive an email letting them know the outcome of their application. The email will inform them who approved their application, and what time it was approved.

Note:  Selecting the Approve and don't update panels option will change the vendor's overall status to Approved, however the vendor's individual panel statuses will be left as Pending Approval.

Selecting the Approve and update all pending panels option will change the vendors overall approval status, along with any panels currently in Pending Approval to an Approved status.

Note:  Selecting the Approve all pending rates option will change the vendor's overall status to Approved along with any pending standard rates the vendor has submitted.

Selecing the Approve rates separately option will change the vendor's overall status to Approved however the vendor's standard rates will be left as Pending.

Declining a vendor application

Tip:  If a vendor only requires a small change to become approved you can choose to unlock the vendor's application instead of declining it. You can learn more in our guide; How to unlock a vendor.

To decline a vendor's application:

1. Click on Vendors in your navigation bar to access the vendor listing
2. Locate the vendor you wish to decline
3. Hover over the ‌ more icon beside the relevant vendor
4. Select View Profile from the drop-down menu
5. Click the Decline button
6. Enter a reason the application has been declined in the field provided
7. (Optional) If you do not wish the vendor to re-submit their application, check the box beside Prevent this vendor from re-submitting their application
8. Click the Decline button

Once a vendor has been declined they will receive an email notifying them of the outcome of their application. The email will inform them what time their application was declined, and the reason for the decline.

Warning:  The vendor will be able to see the reason you have declined their application, however they will not be able to see the name or contact details of the staff user who declined their application. If you anticipate that the vendor may have any questions about the decline you should include an email address and/or phone number in the reason for the decline.

Tip:  If you wish for the vendor to re-submit their application, you should include specific instructions of what will need to be updated in order for their application to be approved in the reason field. You should also include an email address and/or phone number in case the vendor has any questions.