Vendor & supplier management · Multi-location retail
Onboard suppliers and match invoices without leakage.
A new supplier stalls half-onboarded because the W-9 and COI never reached the vendor master. Meanwhile AP keeps paying invoices that don't three-way match the PO.
The reality
Vendor management is a reconciliation problem.
Onboarding a supplier means chasing the W-9, certificate of insurance, banking details, and payment terms, then keying them into the vendor master without a typo. Then every invoice has to three-way match the PO and the goods receipt — and when it doesn't, AP either holds the payment or pays the discrepancy. Either way, margin leaks.
The operator owns the relationship end to end: it collects and validates onboarding documents, sets the terms in the system, issues the first PO, and three-way matches every invoice — approving the clean ones and flagging the price and quantity variances before they get paid.
How the operator runs vendor & supplier management
Vendor master · Supplier 6021
onboarding- W-9 received and validated
- COI on file, expiry tracked
- Payment terms set — Net 45
01Onboard the supplier
Collects the W-9, COI, and banking details, validates them, and writes a clean record to the vendor master.
PO-20533 · Supplier 6021
issuing- Line pricing checked to agreed terms
- PO raised in the ERP
- Routed for buyer approval
02Issue the first PO
Raises the opening purchase order at the agreed pricing and terms and routes it for approval.
Invoice INV-44120 · Matching
matching- Matched to PO-20533
- Matched to goods receipt GR-9087
- Unit price +4% over terms — flagged
03Three-way match the invoice
Matches invoice to PO and goods receipt, approves clean ones, and flags price or quantity variance.
The outcome
−60% of vendor-management admin off the team
Clean supplier relationships with no leakage
- Suppliers onboarded with complete, validated records — no missing W-9 or COI
- Every invoice three-way matched before it's paid
- Price and quantity variances caught before they leak margin
Common questions
Vendor & supplier management
- What does the Vendor & supplier management operator do?
- The operator owns the relationship end to end: it collects and validates onboarding documents, sets the terms in the system, issues the first PO, and three-way matches every invoice — approving the clean ones and flagging the price and quantity variances before they get paid.
- What impact does the Vendor & supplier management operator have?
- −60% of vendor-management admin off the team. Clean supplier relationships with no leakage
- How does the Vendor & supplier management operator work?
- Collects the W-9, COI, and banking details, validates them, and writes a clean record to the vendor master. Raises the opening purchase order at the agreed pricing and terms and routes it for approval. Matches invoice to PO and goods receipt, approves clean ones, and flags price or quantity variance.
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