# MEVendor User Guide #### **Introduction** **Overview** The **MEVendor** module is a web-based vendor onboarding solution within MEsuite that streamlines the process of creating, managing, approving, and maintaining vendor applications. Instead of relying on paper forms or lengthy email exchanges, organizations can electronically invite prospective vendors to complete a secure online application. The system guides vendors through the submission process, validates mandatory information, collects supporting documentation, and routes completed applications through the appropriate approval workflow before creating the vendor record in the organization’s financial system. **Purpose of this Guide** This guide provides end users with detailed instructions for using the **MEVendor** module to manage the complete vendor onboarding process. It explains how to: - Access the MEVendor module. - Create a new vendor application. - Send an invitation to a prospective vendor. - Understand how vendors complete the online application. - Review submitted vendor applications. - Approve or decline vendor applications. - Transfer approved vendors to the financial system. - Monitor the progress of vendor applications. **Benefits of Using MEVendor** Using the ME Vendor module provides several operational benefits, including: - A fully electronic vendor onboarding process. - Reduced manual administration and paperwork. - Secure collection of vendor information. - Automated validation of mandatory information. - Centralized storage of supporting documentation. - Faster approval workflows. - Improved compliance with procurement policies. - Seamless integration with the organization’s financial system. **Prerequisites** Before using the MEVendor module, ensure that: - You have a valid MEsuite user account. - Access to the **MEVendor** module has been granted. - Your organization’s approval workflow has been configured. - Required vendor categories and company information have been configured within MEsuite. - You understand your organization’s vendor onboarding policies and approval requirements. **Expected Outcome** After working through this guide, you will be able to: - Create and manage vendor applications. - Understand the vendor onboarding workflow. - Review and process completed vendor applications. - Approve or decline vendor submissions. - Successfully transfer approved vendors into the financial system. - Monitor vendor application progress from initiation through to completion. #### **Accessing the MEVendor Module** **Purpose** This section explains how to access the **MEVendor** module and create a new vendor application. It also introduces the main functions available within the module. The MEVendor module is the starting point for the vendor onboarding process and is used to initiate, monitor, and manage vendor applications. **Before You Begin** Before creating a vendor application, ensure that: - You have successfully logged into **MEsuite**. - Your account has been granted access to the **MEVendor** module. - You have the necessary permissions to create vendor applications. - You have the prospective vendor's company information and email address available.

The menu options displayed within MEVendor may differ depending on your assigned security role.

**Navigation Path** **MESuite → MEVendor** **Accessing the Module** To open the MEVendor module: 1. Log in to **MEsuite** using your assigned username and password. 2. Locate the **Navigation Menu** on the left-hand side of the application. 3. Expand the **MEVendor** menu. 4. Select **Vendor Application**. The **Vendor Application** page opens, displaying existing vendor applications and options to create new applications. **Understanding the Vendor Application Page** The **Vendor Application** page serves as the central workspace for managing vendor onboarding activities. From this page, authorised users can: - Create new vendor applications. - View existing applications. - Monitor application progress. - Access completed vendor applications. - Continue processing submitted applications. - Send approved applications to the financial system. #### **Creating a New Vendor Application** To create a new vendor application: 1. Open the **Vendor Application** page. 2. Select the **More Options** menu (blue dot menu). 3. Select **New Vendor Application**. The **Vendor Application** window opens. **Completing the Initial Vendor Information** When creating a new application, complete the required information. **Company** Select the company for which the vendor application is being created. This determines which organization the vendor will be associated with after approval. **Vendor Name** Enter the legal name of the prospective vendor. Ensure that the name exactly matches the vendor's registered business name to prevent duplicate records. **Duplicate Vendor Validation** After **Next** is selected, MEsuite automatically checks: - Whether the vendor already exists in the financial system. - Whether another vendor application is already in progress for the same vendor. This validation helps prevent duplicate vendor records and unnecessary administration.

If an existing vendor or pending application is found, review the information before creating a new application.

**Party Declarations** Some organizations require vendors to declare relationships between their organization and company employees or business partners. Where this feature has been configured: - Related party declarations must be completed. - Required supporting documentation must be uploaded. - Internal approval requirements may apply before the vendor application can proceed. **Best Practice:** Ensure all required declarations are completed accurately to avoid delays during the approval process. **Entering the Vendor Email Address** Once the validation process has been completed: 1. Enter the vendor's email address. 2. Verify that the email address is correct. 3. Continue with the application. MEsuite sends the vendor application invitation to this email address. The user who created the application is automatically copied on future communications, including confirmation emails when the vendor submits the completed application. **\*Tip:** Double-check the email address before sending the invitation. An incorrect email address will prevent the vendor from receiving the application. **Sending the Vendor Invitation** After all, required information has been completed: 1. Review the entered details. 2. Confirm the vendor's email address. 3. Submit the application invitation. **MEsuite generates:** - A unique vendor application. - A secure access code. - An email invitation containing a link to the Vendor Portal. The prospective vendor can then begin completing the online application. **Expected Result** After completing this procedure: - A new vendor application is successfully created. - Duplicate vendor validation has been completed. - Any required related party declarations have been captured. - The vendor invitation email has been sent. - The vendor receives a secure link and access code to complete the application. ## **Best Practices** - Always search for existing vendors before creating a new application. - Use the vendor's registered legal business name. - Verify all email addresses before sending invitations. - Upload all required related party documentation where applicable. - Inform the vendor that they will receive an email containing an access code and application link. **Troubleshooting**

Issue	Possible Cause	Resolution
Unable to create a new application.	Required fields have not been completed.	Complete all mandatory fields before selecting Next.
Vendor already exists.	A matching vendor record was found in the financial system.	Verify the existing record before creating another application
Application already exists.	A vendor application is already in progress.	Locate the existing application and continue processing it if appropriate
Vendor did not receive the invitation email.	The email address is incorrect or the message was filtered.	Verify the email address and resend the invitation if necessary.
Unable to continue after selecting Next.	Validation identified missing information or duplicate records	Review the validation message and resolve the issue before continuing

#### **Completing the Vendor Application (Vendor Portal)** **Purpose** Once a vendor application has been created, MEsuite sends an email invitation to the prospective vendor containing a secure link and a unique access code. This section explains how vendors access the Vendor Portal, complete the online application, upload supporting documentation, and submit the application for internal review. **Before You Begin** Before accessing the Vendor Portal, ensure that: - You have received the vendor invitation email. - The email contains a valid access code. - You have all required company information available. - Required supporting documentation has been prepared in electronic format (PDF, JPG, PNG, or other supported formats).

Each access code is unique to a specific vendor application and should not be shared with other users.

##### **Vendor Application Process** The typical vendor application process consists of the following stages: 1. Receive the vendor invitation email. 2. Open the Vendor Portal. 3. Enter the access code. 4. Complete each section of the application. 5. Upload the required supporting documentation. 6. Review the completed application. 7. Download and sign the application (if required). 8. Upload the signed application. 9. Submit the completed application. # **Receiving the Vendor Invitation** After the internal user creates the vendor application, MEsuite sends an email to the vendor. The email includes: - A secure hyperlink to the Vendor Portal. - A unique application access code. - Instructions for accessing the online application. **Accessing the Vendor Portal** To access the online application: 1. Open the invitation email. 2. Select the **Vendor Application** hyperlink. 3. The Vendor Portal opens in your web browser. 4. Copy the **Access Code** from the email. 5. Paste or enter the code into the **Access Code** field. 6. Select **Continue**. The vendor application opens and is ready for completion. **Required Documentation** Before completing the application, MEsuite displays a list of the documents that must be provided. These may include: - Company registration documents - Tax registration certificates - Banking confirmation letters - VAT registration certificates (where applicable) - B-BBEE certificates (if required) - Other organization-specific documentation

The required documents in the applications are intended for South African vendors. Organizations may configure different document requirements for other regions.

##### **Completing the Vendor Application** The application is completed across several sections. Complete all mandatory fields before moving to the next page. Fields marked with an **asterisk (\*)** are mandatory. If a mandatory field is left blank, MESuite highlights the field in **red** and prevents the application from progressing until the required information has been entered.

Complete each page carefully before selecting NEXT to minimize validation errors.

**Validation Rules** MESuite performs automatic validation while the application is being completed. Examples include: **Telephone Numbers** Telephone numbers must include the appropriate international or regional dialing code. **Example** - ✔ +27 11 555 1234 - ✖ 011 555 1234 ### **Email Addresses** Email addresses must follow a valid email format. **Example** - ✔ vendor@company.co.za - ✖ vendor.company.co.za ##### **Mandatory Fields** Mandatory information must be completed before the next section becomes available. If validation fails, the application cannot continue until the highlighted fields have been corrected. **Local and Foreign Vendors** The application differs slightly depending on whether the vendor is local or international. **Local Vendors** For local vendors: - Do **not** select a payment currency. - The organization’s default local currency is used automatically. **Foreign Vendors** For foreign vendors: - Select the appropriate payment currency. - Ensure all banking information supports international payments.

Selecting an incorrect payment currency may delay vendor creation or payment processing.

**Completing Each Application Section** The Vendor Portal guides applicants through several information pages. These typically include: **Office & Operational Addresses** Provide the vendors: - Registered office address - Physical operating address - Postal address (if applicable) Ensure all address information is complete and accurate. **Operational Details** Capture information relating to the vendor's operations, including the products or services supplied and other business-specific information requested by the organization. **Company Profile** Provide company profile information such as: - Business activities - Company background - Industry information - Other profile details required by the organization **References** Where required, provide business references to support the vendor application. References may include existing customers, clients, or other business partners. **Banking Details** Enter the vendor's banking information exactly as it appears on the official bank confirmation document. Typical information includes: - Bank name - Account holder - Account number - Branch code - Account type - Payment currency (foreign vendors only) **Reviewing the Application** Before submitting: 1. Review all captured information. 2. Verify that mandatory fields have been completed. 3. Confirm that all supporting documentation has been uploaded. MEsuite allows applicants to review the completed application before submission. **Downloading and Signing the Application** Where required: 1. Download the completed application. 2. Print or digitally sign the document. 3. Upload the signed copy back into the Vendor Portal. The signed application becomes part of the supporting documentation. **Uploading Supporting Documentation** Before submission, upload all required supporting documents. Applications cannot be completed until all mandatory documentation has been provided. **Submitting the Vendor Application** After completing all sections: 1. Review the application one final time. 2. Confirm all information is correct. 3. Select **Submit**. MEsuite submits the application for internal review. The internal user who initiated the application receives an email confirming that the vendor has successfully submitted the application. **Expected Result** After completing this procedure: - The vendor application is successfully submitted. - Supporting documentation is attached to the application. - Internal users receive a submission notification. - The application becomes available for internal review and approval. **Troubleshooting**

Issue	Possible Cause	Resolution
Unable to continue to the next page	Mandatory fields are incomplete.	Complete all highlighted fields before selecting Next.
Access code is rejected.	The code was entered incorrectly or is no longer valid.	Copy the code directly from the invitation email or contact the organization for assistance.
Supporting documents cannot be uploaded.	An unsupported file format or size limit has been exceeded.	Upload files in a supported format and ensure they meet your organization’s file size requirements.
Payment currency cannot be selected.	The application is configured as a local vendor.	Leave the payment currency blank for local vendor applications.
Application cannot be submitted.	Required documentation or mandatory information is missing.	Review the application and complete all outstanding requirements before submitting.

**Reviewing Submitted Vendor Applications** **Purpose** Once a vendor has submitted their application, it becomes available for internal review within the **ME Vendor** module. This section explains how authorised users access completed vendor applications, review the submitted information, verify supporting documentation, and prepare the application for approval. The review process helps ensure that vendor information is accurate, complete, and compliant with the organization’s procurement policies before approval.

Only submitted applications are available for review.

**Navigation Path** **MEsuite → MEVendor → Vendor Application** **Opening Completed Vendor Applications** To access submitted applications: 1. Open the **ME Vendor** module. 2. Select **Vendor Application**. The page displays vendor applications that have been submitted and are awaiting internal processing. **Searching for a Vendor Application** If multiple applications are available, use the available search and filter options to locate the required vendor. Typical search criteria include: - Vendor Name - Company - Application Status - Submission Date Applying filters helps reduce the number of displayed records and improves search efficiency. **Opening an Application** To review a submitted application: 1. Locate the required vendor. 2. Select the application from the list. The complete vendor application opens in **Edit** mode for review. Users can examine all information submitted by the vendor before proceeding with approval. **Reviewing Vendor Information** Carefully verify all information captured by the vendor. Typical areas to review include: **Company Information** Confirm that: - The legal company name is correct. - Registration numbers are complete. - Tax information is accurate. - Contact details are valid. ### Address Information Review all addresses provided by the vendor, including: - Registered address - Physical address - Postal address Ensure that the information is complete and consistent. **Banking Information** Verify the vendor's banking details against the uploaded bank confirmation letter. Confirm: - Bank name - Account holder - Account number - Branch code - Account type - Payment currency (where applicable) **Best Practice:** Banking details should always match the supporting documentation provided by the vendor. **Supporting Documentation** Open each uploaded attachment and verify that: - All mandatory documents have been provided. - Documents are legible. - Information matches the captured application. - Certificates are current and valid where applicable. Typical documents include: - Company registration documents - Tax certificates - Banking confirmation letter - VAT registration certificate - B-BBEE certificate - Signed vendor application **Assigning Vendor Classification** Depending on your organization’s configuration, additional information may need to be assigned before approval. This may include: **Vendor Type** Assign the appropriate vendor category. Examples include: - Normal - Media - Coordination - Production **Medium Type** Where configured, assign the appropriate communication or processing medium for the vendor record. The available options are determined by your organization’s MESuite configuration. Examples include: - · Cinema - · Activation - · Digital Media - · Out of Home - · Press - · Radio - · Television **Reviewing Validation Results** Before continuing to approval: 1. Ensure all mandatory information has been completed. 2. Verify that supporting documentation has been uploaded. 3. Confirm there are no outstanding validation warnings. If information is incomplete, the application should not proceed until the identified issues have been resolved. **Troubleshooting**

Issue	Possible Cause	Resolution
The application cannot be found.	The vendor has not yet submitted the application or search filters are too restrictive.	Confirm that the application has been submitted and review the selected search criteria.
Supporting documents are missing.	The vendor did not upload all required documentation.	Return the application to the vendor or request the outstanding documents before continuing.
Banking details do not match the supporting documents.	Incorrect information was entered by the vendor.	Request that the vendor update the banking information before approval.
Vendor Type or Medium Type cannot be selected.	Configuration or permissions may be incomplete.	Contact your MESuite administrator to verify the available options and user permissions.
The application is incomplete.	Mandatory fields or required documents are missing.	Review the application, identify the missing information, and ensure it is completed before approval.

**Approving Vendor Applications** **Purpose** The **Vendor Approval** process ensures that submitted vendor applications have been reviewed, validated, and authorised before they are created in the organization’s financial system. Only users with the appropriate approval permissions can approve or reject vendor applications. The approval process helps maintain accurate vendor records, supports procurement governance, and ensures compliance with internal policies. **Approval Workflow** The standard approval process follows these stages: 1. The vendor submits the completed application. 2. An internal user reviews the application and supporting documents. 3. The application is routed to the designated approver. 4. The approver reviews all submitted information. 5. The application is either: - **Approved**, or - **Rejected** 241. Approved applications are transferred to the financial system. 242. A vendor record is created and becomes available for procurement and finance processes. ## **Before You Begin** Before approving a vendor application, ensure that: - The application has been fully reviewed. - All mandatory fields have been completed. - Supporting documentation has been verified. - Banking details have been confirmed. - You have the necessary approval permissions. -

Only users assigned to the vendor approval workflow can approve or reject applications.

**Navigation Path** **MEsuite → MEVendor → Vendor Application (List of Applications Appear – View Application Status will be in Auth)** **MEsuite → MEVendor → Dashboard (Pending Authorizations Appear on Dashboard)** **Opening an Application for Approval** To approve a vendor application: 1. Open the **Vendor Applications** page. 2. Locate the application awaiting approval. 3. Select the required application. The application opens, allowing you to review the submitted information before making an approval decision. **Reviewing the Application** Before selecting **Approve**, confirm that: - Company details are accurate. - Tax information has been verified. - Banking details match the supporting documentation. - Vendor classification has been assigned. - All mandatory documents are attached. - No outstanding validation issues remain. **Best Practice:** Review the entire application, even if it has already been validated by another user. **Authorizing the Vendor Application** If the application meets all organizational requirements: 1. Select **Authorize**. 2. Confirm the approval if prompted. MESuite updates the application status and prepares it for transfer to the financial system. **Declining a Vendor Application** If the application contains errors or missing information: 1. Select **Decline**. 2. Enter a clear reason for the rejection. 3. Confirm the action. The application is returned for correction in accordance with your organization’s vendor management process. **Sending Authorized Vendors to the Financial System** After authorization, the vendor application must be transferred to the organization’s financial system. To send an authorized vendor: 1. Locate the authorized vendor application. 2. Select **Send to Financial System** 3. Confirm the action. MEsuite transfers the authorized vendor information and creates the vendor record within the financial system. MESuite will send a confirmation email with the created vendor number in the financial system. **Verifying the Transfer** After the transfer has been completed: - Confirm that the vendor has been successfully created in the financial system. - Verify that a vendor number has been assigned. - Check that all transferred information is accurate. - Resolve any transfer errors before the vendor is used for transactions.