Manage vendor requests overview

Important

This content is archived and is not being updated. For the latest documentation, see Microsoft Dynamics 365 product documentation. For the latest release plans, see Dynamics 365 and Microsoft Power Platform release plans.

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Workers in your company may want to purchase products from a vendor who is not approved to do business with your company. In this case, a worker can submit a request to add the vendor to the vendor master. The worker must submit a new vendor request in the Employee portal in Enterprise Portal for Microsoft Dynamics AX. The request includes contact information for the vendor and a justification for the request. New vendor requests appear on the Vendor requests list page in Microsoft Dynamics AX.

New vendor requests are routed, via workflow, to an approver. If the request is approved, the vendor becomes a prospective vendor. Your system administrator adds the contact for the prospective vendor to the list of external Microsoft Dynamics AX users and grants the contact access to the Vendor registration page in Enterprise Portal. A notification is sent to the vendor, and the vendor must complete the application and submit it for approval. The application includes information such as the vendor address, tax information, and banking information.

You must configure the new vendor request pages in the Employee portal, Vendor portal, and vendor registration page in Enterprise Portal. You can define which fields on the pages are hidden, displayed, and required and specify system checks that you want to perform for the application. For example, the system can determine whether the vendor is a potential duplicate, a disallowed vendor, or located in an embargoed country/region.

You can create multiple application profiles to meet the needs of your business. For more information about how to set up the vendor request pages, see Configuring Enterprise Portal for vendor requests.

The following diagram illustrates the basic process for requesting a new vendor, reviewing the prospective vendor profile, and approving or rejecting the prospective vendor.

Request a new vendor

The information in the following table outlines the tasks and statuses for a new vendor request.

Role	Task	Initial status	Resulting status
Worker	Save the new vendor request.	None	Draft
Worker	Review and submit the new vendor request.	Draft	Request submitted
System	Submit the request to workflow for approval.	Request submitted	Request pending approval
Reviewer	Approve the new vendor request.	Request pending approval	Request approved
Microsoft Dynamics AX administrator	Complete the tasks that are required to grant a vendor access to Enterprise Portal and mark the vendor request as completed.	Request pending complete	Vendor invited

A new vendor request can be canceled when the request has a status of Request pending approval or Request submitted. When a new vendor request is canceled, it moves from its current status to a status of Request cancelled.

When a new vendor request is rejected, the status of the request changes to Request rejected. The worker can add information to a rejected request and resubmit it. When a request is resubmitted, it moves from a status of Request rejected to a status of Request submitted.

Review a prospective vendor request

The information in the following table outlines the tasks and statuses for a prospective vendor request.

Role	Task	Initial status	Resulting status
Vendor	Complete the vendor profile in the Vendor portal.	Vendor invited	Application drafted
Vendor	Submit the vendor profile in the Vendor portal.	Application drafted	Application submitted
System	Submit the profile to workflow for processing.	Application submitted	Application pending review
Reviewer	View the workflow history for the prospective vendor profile.	Application pending review	Application reviewed
Reviewer	Request additional information from the prospective vendor.	Application reviewed	Application pending approval
Reviewer	Delegate review of the vendor profile to another worker.	Application pending approval	Application pending approval
Reviewer	Review and approve the prospective vendor profile.	Application pending approval	Application approved

Note

If the reviewer rejects the prospective vendor, the status of the request changes from Application pending approval to Application rejected.

See also

Key tasks: Review new vendor requests from employees

Key tasks: Manually set up user access to the Vendor portal

Key tasks: Manage prospective vendor requests

Key tasks: Manage category requests from employees

Key tasks: Manage vendor status change requests