01
Registration
Send portal invites to suppliers to fill in basic legal and contact details.
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Vendor Management
Manage the complete vendor lifecycle — from onboarding to archival.
A centralized, ERP-integrated platform that streamlines vendor registration, onboarding, compliance verification, approvals, categorization, and performance monitoring. Seamlessly synchronize vendor master data with your ERP and automate approval workflows to ensure data consistency, stronger governance, improved compliance, and efficient vendor lifecycle management.
Step 01
Vendor Invitation & Self-Registration
Simplify vendor onboarding with a secure, centralized portal that enables prospective vendors to register and submit their business information.
- Invitation-based or open self-registration
- Configurable registration forms and mandatory fields
- Vendor category and geographical mapping
- Duplicate registration checks using key vendor identifiers
- Registration status tracking
Outcome:Faster vendor registration with reduced manual data entry.
Step 02
Vendor Profile & Classification
Create standardized vendor profiles with structured business information to support accurate vendor master data and effective sourcing.
- Company details, legal entity, and registered address
- GST, PAN, MSME/Udyam, and applicable registration details
- Bank account and authorized contact information
- Product, service, material, and Capex category mapping
- Vendor classification by geography and business type
Outcome:Complete, standardized, ERP-ready vendor profiles.
Step 03
Document Management & Compliance
Centralize vendor documentation and monitor compliance requirements throughout the onboarding process and beyond.
- Upload GST, PAN, bank proof, certifications, and other required documents
- Configure mandatory and optional documents by vendor category
- Track document submission and verification status
- Monitor expiry dates and trigger renewal reminders
- Maintain a centralized repository of vendor documents
Outcome:Organized vendor documentation and proactive compliance tracking.
Step 04
Vendor Verification & Risk Assessment
Assess vendor eligibility and identify potential risks before onboarding approval through configurable verification and screening controls.
- Detect potential duplicate vendors using GST, PAN, and other identifiers
- Verify statutory, business, and banking information against available sources
- Enable optional sanctions, restricted-party, and internal blacklist screening
- Flag discrepancies and potential compliance risks for review
- Classify vendors based on defined risk criteria
Outcome:Stronger vendor due diligence and early risk identification.
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Step 05
Multi-Level Approval Workflow
Automate vendor approval processes through configurable workflows that establish accountability and support timely onboarding decisions.
- Route applications to Procurement, Finance, Compliance, and other authorized approvers
- Configure approval hierarchies based on business rules and vendor categories
- Send SLA-based reminders and escalation notifications
- Manage rework, resubmission, and rejection with comments
- Maintain a complete audit trail of approvals, decisions, and timestamps
Outcome:Faster, transparent, and fully traceable vendor approvals.
Step 06
Vendor Activation & ERP Integration
Activate approved vendors for business transactions and synchronize vendor master data with connected enterprise systems.
- Manage vendor statuses such as Active, Inactive, Blocked, and Blacklisted
- Synchronize approved vendor master data with ERP systems such as SAP, Oracle, and other supported platforms
- Map relevant vendor fields between ATILA and the ERP
- Monitor synchronization status and identify failed or pending transfers
- Enable eligible vendors for RFQs, purchase orders, and invoice processes, as applicable
Outcome:ERP-aligned vendor master data and faster transaction readiness.
Step 07
Continuous Compliance & Performance Monitoring
Maintain ongoing vendor compliance and evaluate supplier performance throughout the business relationship.
- Track document validity, expiry dates, and pending renewals
- Send automated notifications for outstanding compliance requirements
- Monitor vendor performance against configured quality, delivery, and service parameters
- Identify non-compliance and performance exceptions
- Trigger reviews, escalations, or temporary transaction restrictions based on configured policies
- Support vendor classification as Approved, Preferred, or Strategic based on defined criteria
Outcome:Continuous compliance, improved supplier performance, and better sourcing decisions.
Step 08
Vendor Exit & Archival
Manage vendor suspension, deactivation, blacklisting, and exit through a controlled process that preserves historical records and supports audit requirements.
- Initiate vendor suspension or deactivation with appropriate authorization
- Record blacklisting decisions and reasons
- Restrict transactions for blocked or inactive vendors according to configured rules
- Synchronize approved vendor status changes with connected ERP systems
- Archive inactive or exited vendor records while preserving historical transaction data
- Maintain an audit trail of status changes, approvals, and exit decisions
Outcome:Controlled vendor exits, preserved audit history, and a clean, well-governed vendor database.
Step-by-step supplier onboarding and vendor management lifecycle: portal registration, business and bank profile, statutory document collection, GST and penny-drop checks, cross-department approvals, ERP master creation, sourcing classification, ongoing reviews, and archival.
PROCUREMENT OPERATIONS · VENDOR LIFECYCLE
How Supplier Onboarding Works, from Invite to Active ERP Master
A structured, step-by-step workflow that turns manual supplier paperwork into a verified, ERP-ready vendor master in days instead of weeks.
02
Company Profile
Capture GSTIN, PAN, cancelled cheque, and bank details for EFT payments.
03
Document Upload
Upload GST certificate, MSME/Udyam, NDA, and ISO certifications.
04
Verification & KYC
Verify GSTIN active status, run penny-drop checks, and flag duplicates.
05
Internal Approvals
Review and sign-off by Procurement, Finance, and Quality teams.
06
ERP Activation
Generate unique vendor codes and sync master records to your ERP.
07
Vendor Tagging
Assign material groups, payment terms (Net 30/60), and MSME status.
08
Ongoing Review
Track delivery quality and receive automated alerts before certificates expire.
09
Offboarding
Block inactive vendors from new POs, clear ledgers, and retain records.
Ready to Streamline Vendor Management?
Talk to our procurement experts today.