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.
Supplier Onboarding Process
****NOTE****
The entire set up process will likely take 4 days at a
minimum, although it can be much longer depending on the timing of
the supplier entering in the needed information.
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.
- What does this supplier bring to the table that a current supplier doesn't?
- Are they a valid, well established business?
- Are they financially stable?
- 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 automatically goes to AP for final
approval. This process will take 48 hours due to the following processes
involved.
a. A test of the ACH Transit information takes
place.
b. A vetting of the supplier takes place.
c. After testing and vetting, AP approves the
supplier, and the information is automatically transferred into Lawson/Infor
(our accounting system) that night
d. The next day, Lawson creates a vendor record,
which generates a vendor code within the Accounting ERP and sends that
information back into Coupa that night.
e. After midnight, the next day, the supplier will automatically
appear with all information active within Coupa.
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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