# MEVendor Implementation Guide #### **Module Overview** **What is MEVendor?** **MEVendor** is a MESuite module that enables organizations to manage vendor onboarding, vendor information, and approval processes through an integrated portal within Microsoft Dynamics 365 Business Central. The module allows vendors to submit and maintain information through configurable portal forms while enabling administrators to control user access, approval hierarchies, and security. By integrating directly with Business Central, MEVendor provides a centralized solution for managing vendor-related activities while ensuring that company approval policies are enforced. **Implementation Overview** A standard MEVendor implementation consists of three primary configuration stages:

Stage	Description
MESuite User Setup	Configures user permissions, company access, delegates, and module security.
Vendor Portal Forms	Configures the forms displayed to vendors on the portal, including layout and required fields.
MEVendor Authorisation Setup	Defines the users responsible for approving vendor-related requests.

Each stage should be completed in sequence to ensure that users have the necessary permissions and that vendor workflows function correctly. Before beginning the MEVendor setup, ensure that: - Microsoft Dynamics 365 Business Central has been installed. - The MESuite extension has been deployed successfully. - The required Business Central users have been created. - Appropriate Permission Sets have been assigned. - Company Security has been configured where applicable. - The implementation consultant has sufficient administrative permissions to configure MESuite.

MEVendor relies on MEsuite User Security. users cannot access the module until the appropriate security configuration has been completed

#### **MESuite User Setup – MEPlan** **Overview** Before users can access the **MEVendor** module, they must be configured within the MESuite User Security module. User Security controls which companies a user can access, the MESuite modules available to them, and the approval hierarchy that applies to vendor-related transactions. Properly configuring user security ensures that only authorised users can access the MEVendor module and perform the actions appropriate to their role. The original guide outlines this process by navigating to **MEPlan > System > User**, updating Company Security, and then managing MESuite access.

Users will not be able to access the MEVendor module until both Company Security and MESuite Access have been configured

**Accessing User Security** To configure a user's MEVendor access: 1. Open **MEPlan**. 2. Navigate to **System** > **User**. 3. Select an existing user or create a new user if one does not already exist. 4. From the action ribbon, select **Update User Security**. The **User Security** page opens, allowing you to configure company permissions and module access. **Company Security** **Purpose** Company Security determines which Business Central companies a user is authorised to access within the MESuite environment. This is particularly important for organizations operating multiple legal entities or companies, as it prevents users from accessing data outside of their assigned company. After selecting **Update User Security**, configure the appropriate Company Security settings before proceeding with module access. **Benefits of Company Security** - Restricts access to authorised companies only. - Protects confidential business information. - Reduces the risk of users working in the incorrect company. - Supports compliance with organizational security policies. **Best Practice** Assign users access only to the companies required for their role. This follows the principle of least privilege and helps maintain data security. #### **Managing MESuite Access** Once Company Security has been configured: 1. Select the **More Options** (**...**) menu. 2. Select **Manage MESuite Access**. 3. Select **New (+)** to create a new access record for the user. The **Manage MESuite Access** page is where module permissions and approval relationships are configured. **Module Type** **Purpose** The **Module Type** identifies which MESuite application the access record applies to. For this guide, select: **MEVendor** This grants the user access to the MEVendor module once all required permissions have been configured. **User Has Access** **Purpose** The **User Has Access** option enables the selected user to use the assigned MESuite module. When enabled, the user can access the MEVendor functionality available to their assigned security role. If this option is not enabled, the user will not be able to open the MEVendor module, even if all other security settings have been completed. **Manager** **Purpose** The **Manager** field identifies the person responsible for overseeing and approving vendor-related activities where approval workflows require managerial authorisation. Depending on the organization’s configuration, the Manager may: - Review vendor submissions. - Approve or reject requests. - Monitor vendor onboarding activities. - Escalate approval requests when required. **Supervisor** **Purpose** The **Supervisor** field provides an additional level of oversight where organizations require multi-level approval. A Supervisor may: - Review requests before Manager approval. - Perform secondary approvals. - Monitor departmental vendor activity. Not all organizations require a supervisor. This field should be completed only where an additional approval level forms part of the organization’s business process. **Applying the Configuration** After completing the required fields: 1. Save the security configuration. 2. Perform a **hard refresh** by pressing **Ctrl + F5**. Once the browser has refreshed, the MEVendor module becomes available to authorised users from the MESuite navigation menu. **Validation Checklist** Before proceeding to the next section, confirm that: ✔ The user has been created successfully. ✔ Company Security has been configured. ✔ An MEVendor access record has been created. ✔ The correct **Module Type** has been selected. ✔ **User Has Access** is enabled. ✔ Manager and Supervisor details have been configured where required. ✔ The browser has been refreshed and the MEVendor module is visible. **Common Issues**

Issue	Possible Cause	Resolution
MEVendor module is not visible	Browser cache has not refreshed	Press Ctrl + F5 or sign out and back in.
User cannot access MEVendor	User Has Access is not enabled
User cannot see company data	Company Security has not been configured
Approval workflow does not function correctly	Manager or Supervisor has not been assigned

#### **Vendor Portal Forms** **Overview** The **Vendor Portal Forms** page allows administrators to configure the layout and content of the forms displayed to vendors within the MEVendor Portal. These forms are used during vendor registration and when vendors update their information. Administrators can customize the company branding, control the order in which fields appear, determine which information is captured from vendors, and standardize the user experience across the organization. The original guide describes accessing the Forms page through **Settings > Layouts > Forms**, where company information, placement, and visible fields can be configured or copied.

Any changes made to vendor Portal Forms will affect the information displayed to vendors using the portal. It is recommended that changes be tested before being deployed to a production environment.

**Accessing Vendor Portal Forms** To configure Vendor Portal Forms: 1. Open the **MEVendor Portal**. 2. Navigate to **Settings**. 3. Select **Layouts**. 4. Select **Forms**. The **Forms** page displays all available portal forms that can be customized for your organization. **Company Information** **Purpose** The company information displayed on the Vendor Portal helps vendors identify the organization they are interacting with. Depending on your implementation, this information may include: - Company Name - Company Logo - Contact Information - Registration Details - Corporate Branding Maintaining accurate company information creates a professional user experience and helps vendors verify that they are submitting information to the correct organization. **Form Layout** **Purpose** The form layout determines how information is presented to vendors. Administrators can configure: - The sequence of fields. - Field grouping. - Section headings. - Overall form structure. A well-designed layout makes the registration process easier to complete and improves data quality by guiding vendors through the required information. **Best Practice** Arrange fields in a logical order that follows the natural flow of vendor registration, grouping related information together. **Field Configuration** **Purpose** Field configuration determines which information vendors are required to provide when completing the portal form. Examples of commonly configured fields include: - Vendor Name - Trading Name - Company Registration Number - VAT Registration Number - Tax Number - Contact Person - Email Address - Telephone Number - Banking Details - Physical Address - Postal Address The fields available for configuration may vary depending on your organization’s implementation. **Field Placement** Field placement controls where individual fields appear on the portal form. Proper placement improves readability and helps vendors complete forms more efficiently. When configuring field placement, consider: - Grouping similar information together. - Displaying mandatory fields prominently. - Avoiding unnecessary scrolling. - Keeping the form as simple as possible. **Copying Existing Forms** Rather than creating a new form from scratch, administrators can copy an existing layout and modify it to meet specific business requirements. **Validating the Form** After completing the configuration: 1. Save the form. 2. Open the Vendor Portal. 3. Navigate to the updated form. 4. Verify that: - Company information is displayed correctly. - All required fields appear. - The field order is correct. - Branding has been applied consistently. - The form is easy to navigate. Testing the form before making it available to vendors helps identify layout or configuration issues early. **Common Issues**

Issue	Possible Cause	Resolution
Company name is incorrect	Company information has not been updated	Review the Company Information settings.
Required fields are missing	Field configuration has not been updated	Verify that the required fields have been added to the form.
Form layout appears inconsistent	Fields have been placed incorrectly	Review the field sequence and grouping.
Branding is not displayed	Branding assets have not been configured	Confirm that the correct company branding has been applied.

**Best Practices** - Keep forms simple and easy to complete. - Request only information that is necessary for vendor onboarding. - Group related fields together to improve readability. - Maintain consistent branding across all portal forms. - Test all changes in a non-production environment before deployment. - Review forms periodically to ensure they continue to meet business and regulatory requirements.

Changes to Vendor Portal Forms directly affect the vendor onboarding experience. Always validate form changes before publishing them to production to ensure vendors can successfully complete and submit their information.

#### **MEVendor Authorization Setup** **Overview** The **MEVendor Authorization Setup** page is used to configure the users responsible for reviewing and approving vendor-related requests submitted through the MEVendor Portal. An authorisation hierarchy ensures that vendor registrations, amendments, and other vendor-related requests are reviewed by the appropriate personnel before they are processed. This helps organizations maintain data accuracy, enforce internal controls, and comply with procurement and governance policies. The original setup guide describes accessing the authorisation page by navigating to **System Configuration** and replacing **General** with **MESuite** in the page URL, which opens the **Authorization Setup** page where authorizers can be maintained.

The MEVendor approval workflow cannot function correctly unless at least one authorised approver has been configured.

**Purpose of Authorisation Setup** The Authorisation Setup allows administrators to: - Configure vendor approvers. - Define approval responsibilities. - Control who can approve vendor requests. - Maintain approval hierarchies. - Support segregation of duties. - Ensure compliance with company approval policies. Proper authorisation configuration reduces the risk of unauthorized vendor creation or changes. **Accessing the Authorisation Setup** To access the MEVendor Authorisation Setup: 1. Navigate to **System Configuration**. 2. Open the configuration page. 3. In the browser address bar (URL), replace **General** with **MESuite**. 4. Press **Enter** The system opens the **Authorization Setup** page, where company authorizers can be configured and maintained.

Depending on your MESuite version, the navigation path may differ slightly. Ensure that you have administrative permissions before attempting to access the configuration page.

**Adding a New Authorizer** To add a new authorizer: 1. Select **New (+)**. 2. Create a new authorisation record. 3. Complete the required fields. 4. Save the record. The original guide notes that the **plus (+)** button is used to create and maintain MEVendor authorizers. **Authorisation Fields** The fields available may vary depending on your implementation, but typically include the following: **User** Select the Business Central user who will act as the authorizer. This user will receive vendor requests requiring approval. **Company** Specify the company to which the authorisation applies. This ensures that users approve requests only for companies they are responsible for. **Approval Role** Identify the role performed by the authorizer. Examples include: - Vendor Administrator - Procurement Manager - Finance Manager - System Administrator **Active Status** Enable or disable the authorizer. Only active authorizers participate in the approval workflow. If an employee leaves the organization or changes roles, disable the authorisation record rather than deleting it where possible to preserve historical audit information. **Approval Workflow** Once configured, the authorisation workflow typically follows this process: 1. A vendor submits or updates information through the Vendor Portal. 2. The request enters the approval workflow. 3. The designated authorizer reviews the submitted information. 4. The authorizer approves or rejects the request. 5. The vendor record is updated based on the approval outcome. This process helps ensure that vendor information is reviewed before becoming available within Microsoft Dynamics 365 Business Central. **Summary** The **MEVendor Authorization Setup** page is a key component of the MEVendor module, enabling organizations to implement secure and controlled approval processes for vendor-related requests. By assigning the correct authorizers and maintaining the approval hierarchy, organizations can improve governance, strengthen internal controls, and ensure that vendor information is reviewed before being accepted into the system.