Advanced Vendor Onboarding
Send secure forms to vendors and let NetSuite auto-create or update vendor information
This feature is included within SquareWorks' Automate AP Automation Suite.
Installation
The Advanced Vendor Onboarding feature is available as a NetSuite Bundle that can be downloaded and installed in your NetSuite environment after a license has been purchased.
Log into your NetSuite account with the Administrator role
Navigate to Customization > SuiteBundler > Search & Install Bundles
Search for the keyword 448491
Click on the bundle name (SQW Automate: Advanced Vendor Onboarding)
Press Install
On the Preview Bundle Install screen, press Install Bundle
You will be redirected to a list of installed bundles in your account. Wait for the bundle to install. Once installed, you will see a green check mark in the status column.
Configuration
Vendor Onboarding Settings
Enabled: When enabled, Vendor Onboarding functionality will be enabled in your account.
New Vendor Form: The form to use when requesting a new Vendor. By default, the AVO New Vendor form will be used. If you would like to customize the form, create a copy and select the new form.
Start Onboarding on Create: When a new vendor is created, if you would like to immediately set the Onboarding Status to In Progress, check this box. This will skip the need for an Onboarding Manager to press a Start Onboarding button for each requested Vendor.
Onboarding Manager Employees: Select the employee(s) granted permission to act as an Onboarding Manager.
Onboarding Manager Roles: Select the roles(s) granted permission to act as an Onboarding Manager.
Vendor Onboarding Queue: Select the saved search to use as the Vendor Onboarding Queue. To make changes, make a copy of the included search (AVO Vendor Onboarding Queue) and specify the new search here.
Vendor Update Queue: Select the saved search to use as the Vendor Update Queue. To make changes, make a copy of the included search (AVO Vendor Update Queue) and specify the new search here.
Advanced Form Builder Settings
Enabled: When enabled, Advanced Form Builder functionality will be enabled in your account. This is required to use Advanced Vendor Onboarding to send forms to Vendors.
Form Attachment Folder Id: The internal folder id where form attachments should be stored. This will be generated automatically.
External Domain Name: If an external domain has been configured for forms, specify the external domain. This is only supported if forms are deployed using SSP (not available in all accounts).
Use External Domain SSL: Enable if the external domain has been configured to use an SSL Certificate. This is only supported if forms are deployed using SSP (not available in all accounts).
Creating a Vendor Form
To create a new Vendor form, go to Setup > Advanced Form Builder > Forms > New. Select from one the available templates to help create a new form. The following templates are currently available:
Blank Form: A blank form that you can design from scratch.
Vendor Onboarding Form (US): An onboarding form that’s pre-configured to support onboarding US Vendors.
Press Next after selecting a template to start designing your new form:
The following settings are available to customize your form:
Form Settings
Name: A unique name for your form. This is for internal use only and will not be shown on the form
Form Title: The form title, shown at the top of the form.
Form Message: A message to display under the title of the form.
Record Type: The type of record this form updates or creates when responses are received. This should be set to Vendor. Depending on your subscription, other record types may be selected.
Form Submission Title: The title to show at the top of the submission confirmation page. If no title is provided, the default title “Thank You For Your Submission” will be shown.
Form Submission URL: The URL to go to when the submission confirmation continue button is pressed. If no URL is provided, no continue button will be shown on the submission confirmation screen.
Form Submission Message: The message to show below the submission confirmation title.
Deployment Mode: Select how the form will be deployed. If your account supports SSP Apps (included in Commerce or Site Builder NetSuite modules) and the form should be exposed externally, SSP is the recommended approach. Otherwise, choose External (Suitelet) to expose forms externally. If the form requires users to first authenticate with NetSuite (requires an Employee, Customer or Vendor record with provisioned access), choose Internal (Suitelet).
Form Error Message: Message to show if a user attempts to access a form that is no longer published or available.
Default Column Layout: Default number of columns fields are organized into on the form.
Email Settings
Email From: The employee whose email address should be used to send the forms.
Email Subject: The subject of the email
Email Message Header: The message in the body of the email, above the button to access the form.
Email Message Footer: The message in the body of the email, below the button to access the form.
Company Information
Logo: The logo image to show on the form and on emails. The image selected must be available without login. This field my be disabled depending on your subscription.
Company Name: Your company name to show at the bottom of the form and emails.
Address: Your company address to show at the bottom of the form and emails.
Email: Your company email to show at the bottom of the form and emails.
Website: Your company website to show at the bottom of the form and emails.
Phone: Your company phone number to show at the bottom of the form and emails.
Form Response
Process Form Responses Asynchronously: When enabled, form responses will take up to 15 minutes to apply to a Vendor. However, there will be less delay in between pressing the Submit button and seeing the submission confirmation screen.
Review Form Responses: Control when form responses require review internally.
Always: Always require review of responses before they are applied to the Vendor.
On Field Change Only: Only review a response if the response overrides existing Vendor data.
On Error Only: Only review a response if the response fails to be applied to a Vendor automatically.
Form Response Action: Action to take when a response is received. This can only be set to Update currently.
Approve Form Responses: Defines if approval is needed before a response is allowed to be reviewed / applied. This can only be set to Never currently. Approval can still happen after the Vendor has been updated.
Single Use Form Requests: When enabled, the form can only be completed once per email sent.
Custom Metrics Field Id: Used when this form updates or creates custom records. Not applicable to Vendor Onboarding.
At the bottom of the screen you can also define the fields that should be shown on your form. To change the order of the fields, they can be dragged on the screen. Each field has the following available settings:
Name: The internal name that identifies this field.
Label: The field label to show on the form.
Type: The type of field to show on the form.
Note: When using a form to onboard a Payee for Payments Automation, select 'Automate Payment Method' to include an input for routing / account information, bank account type, preferred payment method, and terms of service opt-in.
Required: Defines if this field is required to be filled out on the form.
Column Layout: The column layout to use for this field. If empty, the default form column layout will be used.
Help: Help message to show under the form field.
Select: Type: The type of select list to display.
Select: Static List: If the Static List Select Type is selected, choose the static list to use.
Static List: The list of options to show in a static list field.
Apply To Record: The related record the field applies to.
Apply To Field Id: The field id this field applies to.
Last updated
Was this helpful?
