Data Approval Workflow - Bank Details & Factoring Companies

This guide will run through the set-up and workflow for Site Administrators to set-up the their Supplier Data Approvers and enable the data approval workflow for suppliers inputting/updating their bank details/use of factoring companies. This is for sites that require Suppliers to keep their bank/finance details up-to-date on the Software so they can approve changes and update the respective finance systems in the Supplier Data Export.

N.B. The approval workflow for bank details will only kick in when the supplier organisation is made Live against a Requirement.

TABLE OF CONTENTS

• Set-up - Site Administrators:
  • P2P Supplier Data Approvers
• Supplier Data Approvals - Bank Details Approval Workflow
• Supplier Data Approvals - Factoring Company

Set-up - Site Administrators:

P2P Supplier Data Approvers

Site Administrators can set-up which users can be the approvers for bank details/use of Factoring Companies 

• Head to Settings > User Management > Supplier Data Approvers
• Here admins can tick which users are authorised to review and accept (or reject) the use of Factoring details and bank details
  • These nominated users will also be able to tick whether a supplier organisation is a Factoring Company (via Organisation Profile > Settings)
  • They also get notified each time a supplier submits their bank details/ factoring companies if they are LIVE against a Requirement
  • N.B. If you can't find a user, please check they have a user role that allows them to see bank details or contact support@panacea-software.com if a new User role needs to be created to allow visibility of bank details

Supplier Data Approvals - Bank Details Approval Workflow

The nominated 'Supplier Data Approvers' will be notified when a supplier submits their bank details for approval. They can also access this by going to the Organisation profile > Sourcing Details > Bank Details. 

• This will only show bank details that have been submitted (pending approval) or accepted. It will not show bank details that have only been Saved by a supplier. 

From here, they can:

• Review the details submitted
• Choose to either:
  • Accept: Accepts the bank details and the organisation profile is updated (this is then ready to pick up in the Supplier Data Export when relevant/ if set-up)
  • Reject: Rejects the bank details
    • Now the supplier can go in to update and re-submit (will not go into the Supplier Data export)
  • The "History" tab will show these outcomes (and the submitted data connected with the outcome)
• The User Activity screen (Found under Contacts) will show the following for audit purposes:
  • Who and when a supplier Saves their bank details (these details are only visible to the Supplier)
  • Who and when a supplier Submits their bank details
  • Who and when a Supplier Data Approver Accepts submitted bank details
  • Who and when a Supplier Data Approver Rejects submitted bank details

Supplier Data Approvals - Factoring Company

Flag Supplier as a Factoring Company

As stated, users set as Supplier Data Approvers, can specify which supplier organisations are Factoring Companies that can be picked by suppliers

• via Organisation Profile > Settings