Supplier Approval Workflow
December 14, 2018
Case Studies
Case Study
Supplier Management
An international media group needed a controlled way to collect, verify, and approve supplier information before placing an order.
The Challenge
Employees completed a paper New Supplier Card before ordering from a new vendor. Storing, finding, and sharing those cards was difficult, and practical permission management was unavailable.
The Solution
AMODIT was configured with a Supplier Approval Form process. It captures contact details, bank-account information, ordered products, and other required data before the case can move to verification.
Business Benefits
- Employees can see whether a supplier is approved or still under review.
- Required fields improve data completeness before verification begins.
- Parallel approvals reduce sequential waiting.
- The same workflow supports updates to existing supplier information.
- The final task instructs an authorized employee to create or update the supplier in ERP; direct ERP transfer was planned as a future integration.
How the Workflow Was Built
The form uses a supplier list from ERP to check whether the vendor already exists. Conditional fields and validation messages adapt the form to a new supplier or a data change. Review groups are assigned to the appropriate company, and the case closes after every required approver has approved the data.
Supplier Approval Stages
- An employee creates a Supplier Approval Form case.
- The requester selects the company receiving the product or service and enters supplier contact information.
- The supplier search checks the ERP-derived list. An existing record triggers a data-change path; otherwise the requester selects a new form.
- The completed form moves through verification and approval groups. Reviewers can return the case or send it to selected finance groups.
- When several companies are selected, the finance stage runs in parallel. Each responsible person verifies their scope and applies an internal electronic signature.
- After all required approvals and signatures, the system closes the case and can generate a PDF containing supplier information and the approval record.
- The case reaches the Supplier Approved state.
Where the Process Fits
The workflow supports departments that register suppliers or update vendor information. The published example comes from a large international advertising group operating as a media house, with several companies and dozens of departments.
