NFI's Supplier Onboarding Process

NFI's Supplier Onboarding Process


NFI's Strategic Sourcing team employs an extensive supplier vetting process through our Coupa Source-to-Pay system, ensuring a failproof onboarding experience that includes comprehensive background checks for critical suppliers and the identification of backup sources to safeguard against any potential disruptions to our operations.

The process is complete when the vendor status shows as "ACTIVE".  The requestor will receive approval notifications through each of the the onboarding process steps, but the process is not complete until the final notification that the supplier is ACTIVE.  (Once a supplier is ACTIVE, then Coupa PO requisitions and Coupa Contracts can be initiated.)


Supplier Onboarding Process


The entire set up process will take 4 days at a minimum, although it can be longer depending on the timing of the supplier entering in the needed information and the time required for the banking information takes to be confirmed by NFI's verification partner, Trustpair.


The process includes the following steps (in this order):
1. Requestor submits a new supplier request form via Coupa to begin the process. 

2. The request then will go to the Strategic Sourcing Team for approval. Strategic Sourcing may ask why the new supplier is needed if we have existing suppliers who can deliver the same product/service at the same or better level of quality and pricing.  Procurement also conducts vetting of the supplier.
  1. What does this supplier bring to the table that a current supplier doesn't?
  2. Are they a valid, well established business?
  3. Are they financially stable?
  4. Will they adhere to NFI's policies and procedures for ordering and invoicing

3. Once approved by Strategic Sourcing, a form is automatically sent to the supplier –this has required fields seeking information on their certifications, services, remittance info, W9 info, etc.
****NOTE - You will receive a system message that says it has been "APPROVED" - this does NOT mean they are "ACTIVE" yet.

4.  Suppliers should check their SPAM folders if they claim they haven’t received this form.

5. When the supplier completes and submits the form, it is automatically sent to AP for vetting and final approval of the supplier and their banking information. This review requires a minimum of 2 days and up to 7 business days, as it includes:
      a. Supplier vetting and ACH verification. AP performs supplier vetting and initiates a test of the ACH transit information. Banking information verification is completed by NFI’s partner, Trustpair. This verification step can take up to 5 business days.
      b. System approval and processing. Once vetting and testing are complete, AP approves the supplier. The information is then automatically transferred into Lawson/Infor (our accounting system) that night. System processing takes approximately 48 hours and includes the following steps:
• The next day, Lawson creates the vendor record and generates a vendor code, which is sent back into Coupa that night.
• After midnight the following day, the supplier becomes fully active in Coupa with all information visible.

6. The supplier and the requestor will receive a notification that they are now ACTIVE. 
****NOTE - Do NOT submit a requisition until you receive an email stating the supplier is now ACTIVE as the requisition cannot be processed until the supplier is ACTIVE and finished onboarding.

7.  The supplier can now make use of the Coupa Supplier Portal, and will be available to the requestor to submit requisitions, etc.


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