Supplier verification is a feature that can be enabled by a Superuser and serves as an internal control measure over Suppliers' banking details. This feature allows authorized users to Approve and Reject any changes made to a supplier's banking details by other users.

1. Enabling Supplier Verification

Navigation: Global Overview > Settings > Supplier Verification

Ensure the relevant user(s) that will do the setup for Supplier Verification, has the necessary permission.

Toggle the Supplier Verification box and select the relevant Business Users that are authorized to verify changes made to any Supplier's bank details. Click on Update Supplier Verification to save the Setup.  

2. Verification of Bank details 

A new supplier can be created by any user with the necessary permission and this user can insert the new supplier's banking details upon creation should the supplier details be available. While creating the supplier, the option exists for the user to upload a Supplier Account Confirmation Document for the Verifier's reference when Approving or Rejecting the Banking details. (Ensure there are no special characters included in the name of the document uploaded)

Once the Supplier has been created and banking details were inserted upon creation, the newly created supplier will have a pending status. While a supplier is in a pending status, no invoice can be raised against this Supplier. The supplier will remain in a pending status until an authorized User verifies or rejects the banking details - please see point 4 below on the process.

3. Amending an existing Supplier's bank details

Any user with the Suppliers - banking details - edit permission will be able to amend existing suppliers' bank details. When amending the Supplier's bank details, the user can upload a Supplier Account Confirmation document for the Verifier's reference before updating the supplier's details.

Once updated, the Verifier will be able to view the uploaded document and approve or reject the changes made.

4. Verifying Supplier Banking Details

Navigation: Global Overview > Pop-up or Navigation icon.

Once a Supplier's banking details have been amended or, a new supplier with banking details has been created, the users selected to verify the banking details will receive a notification and a pop-up notifying the Verifier that there is a Supplier awaiting verification.

Once the Verifier clicks on view details, a new pop-up screen will appear detailing the old bank details as well as the new bank details. From this pop-up screen, the verifier can Download the account confirmation document uploaded by the user who amended the bank details

After reviewing the details the verifier can either approve or reject the changes made. Should the verifier approve the supplier, the supplier will receive a Verified status. Should the Verifier reject the amendments, the supplier will receive a rejected status.

5. Supplier Statuses

Navigation: Global Overview /Community Level > Finance > Manage Suppliers

Supplier Verification will assign one of three statuses to a Supplier:

• Verified: A verified status implies that the bank details have been checked and verified by a user with the necessary authorization. 
• Pending: A pending status implies that the relevant suppliers' banking details have been amended/have yet to be verified since creation. When a supplier is in Pending status, no invoice can be raised against that specific supplier. Existing payments reflecting on the payment authorization screen will not be exported and therefore these payments cannot be processed until the Supplier has been verified.
• Rejected: A rejected status implies that a verifier has rejected the specific supplier's banking details captured on the system. When a supplier is in Rejected Status, no invoice can be raised against that specific supplier. Existing payments reflecting on the payment authorization screen will not be exported and therefore these payments cannot be processed until the Supplier has been verified.