SharePoint · Oil and gas

A SharePoint vendor onboarding workflow with statutory checks and due diligence

A SharePoint approval workflow to create vendors with statutory, bank and due diligence details. Approvers follow a department matrix, the compliance officer adds the SAP vendor code, and approved vendors can be amended.

Client: An oil and gas company that onboards many vendors across departments
Industry: Oil and gas
Platform: SharePoint
Started from: Procurement Management product

01The challenge

Vendor creation ran on emails and attachments. Statutory and bank details were incomplete, due diligence checks were not recorded, and nobody could tell which approver held a request or when a vendor's documents would expire.

02The solution

The request form has four sections: Request, Statutory, Bank and Due diligence. The Request section takes vendor name, category, purpose, yearly purchase value, address, type of vendor, payment terms, vendor type, location and active or inactive, and the department is captured automatically. The Statutory section holds MSME and its number, withholding tax, PAN and GST, where answering Yes opens the number fields. Bank details cover account title, account number, bank name and address, MICR, IFSC and account type. Due diligence has Yes or No items with comments, a threshold question and documents by type; the expiry date is calculated automatically at 3 years and shown to the Compliance Officer. The requester can save a draft. The approver route is picked up by department from the approval matrix, with the creator's manager first. Approvers choose Approve, Reject or Need more info, and Need more info returns the request to the creator to change a few fields only. A Communication Box shows comments and decisions with date and time, and emails go out at each step and on completion. The Compliance Officer adds the SAP Vendor Code. An approved request can be amended again and again, creating Amendment 1, 2, 3 with the same approvers.

How a vendor is onboarded

Request sectionVendor name, category, purpose, yearly purchase value, address, type of vendor, payment terms, vendor type, location and active or inactive. Department is captured automatically.
Statutory sectionMSME and its number, withholding tax, PAN and GST. Yes opens the number fields.
Bank sectionAccount title, account number, bank name and address, MICR, IFSC and account type.
Due diligenceYes or No items with comments, a threshold question and documents by type. Expiry is set at 3 years and shown to the Compliance Officer.
Draft and routeSave as draft, then submit. The approver route comes from the department approval matrix with the creator's manager first.
Approve, reject or askNeed more info sends the request back to the creator, who edits a few fields only.
Communication BoxComments and decisions with date and time, plus email at each step and on completion.
SAP vendor codeThe Compliance Officer adds the SAP Vendor Code to complete the request.

Screens from the system

Sample data only. These screens show the layout and flow, not real records.

Screen 1 of 5Built for this client

Vendor request

Four sections, starting with vendor, category, purpose and expected yearly value.

What we built

Four-section request formRequest, Statutory, Bank and Due diligence in one guided form.
Approval matrixApprovers by department with order and site permissions.
Need more info loopControlled editing by the creator, with the full history kept.
Communication BoxOne place for every comment and decision.
AmendmentsApproved requests can be amended repeatedly as Amendment 1, 2, 3 through the same approvers.
MastersDepartment with head, type of vendor, location, payment terms and type of description.
Admin dashboardApprove, reject or close on behalf of an approver (Admin Close).
Email notificationsSent at every step and on completion.