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Configuring Supplier Onboarding Status Automations

Ensure compliance by automatically holding transactions associated with unapproved suppliers and releasing them once the supplier is active. This guide explains how to configure the necessary extensions and Sentences for this workflow.

Best practices​

  • Define clear supplier statuses (e.g., DRAFT, APPROVAL, ACTIVE, REJECTED).
  • Create a dedicated transaction status for holding documents (e.g., SUPPLIER_REVIEW).
  • Ensure users understand why documents might be placed on hold.
  • Test the entire supplier approval and document release flow thoroughly.

Understanding the Workflow​

This process prevents transactions (like invoices) from being processed further (e.g., sent for approval or to the ERP) if the linked supplier record is not yet approved (e.g., not in ACTIVE status). Once the supplier is approved, the held transactions are automatically released back into the normal workflow.

Key Components​

  1. Supplier Statuses: Clearly defined statuses in the Relationships > Supplier submodule (e.g., DRAFT, PENDING_APPROVAL, ACTIVE).
  2. Transaction "Hold" Status: A dedicated status in the relevant transaction submodule (e.g., Purchasing > Invoice) to indicate documents are waiting for supplier approval (e.g., SUPPLIER_REVIEW).
  3. "Hold Resources" Extension: Configured on the transaction Document Type to link the supplier's active status with the transaction's hold status.
  4. Sentences: Automation rules to route transactions to the hold status and release them later.

Configuration Steps​

1. Define Statuses​

Ensure you have the necessary statuses configured:

  • Suppliers: At minimum, you need a status representing an approved/active supplier (e.g., ACTIVE) and statuses for unapproved suppliers (e.g., DRAFT, PENDING_APPROVAL).
  • Transactions (e.g., Invoices): You need a status to place documents on hold (e.g., SUPPLIER_REVIEW) and the status they should return to after release (e.g., READY or USER_REVIEW).

2. Configure "Hold Resources" Extension​

This extension tells Zudello which supplier status triggers the release and which transaction status to release from.

  1. Navigate to Settings > Document Types.
  2. Select the transaction Document Type (e.g., Purchase Invoice) where you want to implement the hold.
  3. Click Edit.
  4. Go to the Extensions tab.
  5. Find and enable the Hold Resources extension.
    • Note: Currently, this extension only supports holding based on Supplier status.
  6. Configure the extension settings:
    • Supplier Status: Select the status key that signifies an approved supplier (e.g., ACTIVE).
    • Release resources from status: Select the hold status key you created for transactions (e.g., SUPPLIER_REVIEW).
  7. Click Update. Repeat for other transaction types if needed (e.g., Credits).

3. Configure Sentence to Hold Transactions​

This Sentence routes incoming transactions to the hold status if the supplier isn't active.

  1. Navigate to Settings > Automations.
  2. Click Create to start a new Sentence.
  3. Name: "Hold Invoices for Unapproved Suppliers".
  4. Trigger:
    • Select When a resource status has changed.
    • Module: Purchasing, Submodule: Invoice.
    • Status: READY (or User Review, depending on your initial processing flow).
  5. Conditions:
    • Field: Supplier Status (Select the linked Supplier's status field).
    • Operator: Is not
    • Value: ACTIVE (Your approved supplier status key).
  6. Actions:
    • Action 1: Set Status
      • Status: SUPPLIER_REVIEW (Your transaction hold status key).
    • Action 2 (Optional): Add Note
      • Note: "Held pending supplier approval."
    • Action 3: And cancel processing
  7. Click Save.

4. Configure Sentence to Release Transactions​

This Sentence releases transactions from the hold status when the linked supplier becomes active.

  1. Navigate to Settings > Automations.
  2. Click Create.
  3. Name: "Release Held Invoices on Supplier Approval".
  4. Trigger:
    • Select When a related resource has been updated.
    • Module: Purchasing, Submodule: Invoice (The transaction to update).
    • Related Module: Relationships, Related Submodule: Supplier.
    • Related Status: ACTIVE (Your approved supplier status key).
  5. Conditions:
    • Field: Status
    • Operator: Is
    • Value: SUPPLIER_REVIEW (Your transaction hold status key).
  6. Actions:
    • Action 1: Set Status
      • Status: READY (Or User Review - the status documents should return to).
    • Action 2 (Optional): Add Note
      • Note: "Released as supplier is now active."
    • Action 3: And cancel processing (Optional, depending on subsequent workflow needs).
  7. Click Save.

User Experience​

With this configuration:

  • New invoices linked to suppliers not yet in ACTIVE status will automatically move to the SUPPLIER_REVIEW status after initial processing.
  • When the linked supplier's status changes to ACTIVE (e.g., after an approval process), the related invoice(s) in SUPPLIER_REVIEW status will automatically change back to READY (or your configured release status), allowing them to proceed through the normal workflow.

Need help?​

Setting up automated holds and releases involves coordinating statuses, extensions, and Sentences. Contact your organisation administrator or Zudello support for assistance tailored to your specific supplier onboarding and transaction processing workflows.