Supplier onboarding

Is this supplier ready to trade?

Run the same supplier onboarding checks on every new supplier, from insurance and bank details to country and risk. You know who is ready to trade, who needs a review and exactly what is missing.

See your decision running How it works

Incoming request

evaluating

Can we raise a PO with Northfield Components yet?

If the supplier's country is on the Restricted countries list, block the supplier
If there is no valid insurance certificate on file, mark the supplier as not ready
Look up the supplier risk rating in the Supplier risk lookup table
If the risk rating is High, send the supplier to compliance review

Answer, with the reason

Not ready to trade. Northfield's country is not restricted and its risk rating is Medium, but no insurance certificate is on file. The buyer sees exactly what to ask for, and the supplier is cleared as soon as the certificate arrives.

Sound familiar?

The supplier set up in a hurry

Someone needs to place an order today. The checks are a list in a procedure nobody reads.

"Can you just set them up? We need to order today"

Operations is under pressure and the supplier form is half filled in. The account gets opened and the missing checks are promised for later.

"Did anyone check their insurance?"

Each person onboarding a supplier has their own mental checklist. Some ask for insurance certificates, some do not, and nothing records which was done.

"They're in a country we don't trade with"

The restricted countries list is kept by compliance. Procurement does not see it until after the first payment has gone out.

The quiet cost

What a rushed onboarding costs

Suppliers start trading before the checks that protect you are done.
Each buyer applies a different set of criteria, so standards slip.
Payments can go to suppliers in countries you should not trade with.
When audit asks how a supplier was approved, the answer is an email thread.

Before and after

From a checklist in someone's head to checks on every supplier

Today

Each buyer decides which checks matter
Missing documents found after the first order
Country and risk checked by whoever remembers
Approval evidence scattered across emails

With Condexa

The same supplier approval criteria applied to every new supplier
Missing items flagged before the account can trade
Restricted countries and risk checked on every application
A trace showing which checks passed, failed or were referred

How you get there

How every supplier gets the same checks

1
One standard for every supplier
Write down the checks procurement and compliance agree on: required documents, restricted countries, risk rating and who approves exceptions.
2
Clear answers for awkward cases
Test the decision with real suppliers, including the messy ones. The trace shows which check held them up, so your team knows exactly what to chase.
3
Checks built into the supplier form
Your ERP, Dataverse or Power Apps supplier form calls the decision when an application is submitted. Suppliers are marked ready, referred or blocked, with the reason on record.

A worked example

Example: Northfield Components applies to become a supplier

Northfield Components submits a new supplier form through a Power Apps screen. Operations wants to raise its first purchase order this week.

The rules, in plain English

R1If the supplier's country is on the Restricted countries list, block the supplier
R2If there is no valid insurance certificate on file, mark the supplier as not ready
R3Look up the supplier risk rating in the Supplier risk lookup table
R4If the risk rating is High, send the supplier to compliance review

Condexa answers

FAQ

Questions people ask

What checks should you do when onboarding a supplier?

Most firms check the supplier's identity and bank details, insurance, country of operation and a risk rating, plus any sector-specific certificates. The exact list depends on your policy. What matters most is that every supplier gets the same checks and that the result is recorded.

What are supplier approval criteria?

Supplier approval criteria are the conditions a supplier must meet before you will trade with them. They often include documents on file, acceptable risk, a permitted country and sign-off for higher-risk cases. Writing them as a decision means they are applied consistently.

How can we automate supplier due diligence checks?

Put the criteria into a decision that your supplier form or ERP calls when an application is submitted. Reference data such as restricted countries and supplier risk ratings sits in lists and lookup tables your team maintains. The decision returns ready, referred or blocked, along with the reason.

Can Condexa read supplier data from Dynamics 365?

Yes. Lookup tables can read live from Dataverse, which sits behind Dynamics 365, or from a SQL Server table. So risk ratings and supplier details can come from the systems where they already live.

Keep exploring

Related decisions and guides

Use cases

Purchase order approval

Stop chasing sign-off by email. Encode your delegation of authority once and let the ERP know who must approve every PO.

Use cases

Compliance checks

Your policies say what must be checked. Make sure it happens on every transaction, with proof of which rule applied.

Problems

Tribal knowledge

When only one person knows how a decision gets made, every holiday and every resignation is a risk.

Integrations

Dynamics 365 and Dataverse

Outgrown Dataverse business rules? Run real decisions on live Dataverse data and call them from any app or flow.

Know every supplier is ready before the first order

Bring a decision your team makes every week. We will build it with you, live, test it against your own examples and show your systems calling it.

Book your 30-minute demo See how it works

No slides. Your decision, built live. No obligation.