---
sourceDocument: Yokohama Finance and Supply Chain
sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/yokohama/source-to-pay-operations

 Release :

    - yokohama

ft:locale :

    - en-US

ft:publication_title :

    - Yokohama Finance and Supply Chain

ft:clusterId :

    - stpop

bundleId :

    - stpop

workflow :

    - Employee


---

# Use the supplier onboarding playbook to onboard suppliers

# Use the supplier onboarding playbook to onboard suppliers {#ariaid-title1}

* Release version: Yokohama
* 
* Updated January 30, 2025
* 
* ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 7 minutes to read

Supplier owners and supplier managers can use the supplier onboarding playbook to complete the tasks and activities that are needed to onboard new suppliers.

## Playbooks overview {#use-playbooks-onboard-supp__section_mdc_hxq_2tb}

Playbooks provide step-by-step guidance for onboarding suppliers. A playbook visualizes a
workflow in a simple, task-oriented view. The workflow for a playbook is typically created using
[Process Automation Designer](https://www.servicenow.com/docs/access?context=process-automation-designer&version=yokohama&pubname=yokohama-build-workflows&ft:locale=en-US).

A playbook takes a workflow and breaks it into multiple stages. Each stage in a playbook
includes one or more activities or steps for a supplier owner or supplier manager to complete.
Stages can also include automated activities, such as sending an email to a supplier contact
when a stage or activity is complete. For more information, see [Interact with Playbook](https://www.servicenow.com/docs/access?context=playbook-ui&version=yokohama&pubname=yokohama-build-workflows&ft:locale=en-US).

When using a playbook, a supplier owner or supplier manager can:

* View the playbook stages and activities.
* View status indicators that display the current state of each activity or step.
* View check boxes that indicate the stage you are currently at in the workflow.
* Select an activity and perform the work necessary to complete that activity.
* Mark an activity as complete and move to the next activity or stage.
* Complete the stages and activities necessary to complete the case.
{#use-playbooks-onboard-supp__ul_p1y_wxq_2tb}

## Supplier onboarding playbook {#use-playbooks-onboard-supp__section_up3_hxq_2tb}

You can use the Supplier onboarding playbook to onboard a new supplier. The Supplier onboarding playbook provides the activities and tasks that a supplier owner or supplier manager can perform during the onboarding process.

You can use the Supplier onboarding playbook with cases that are created using the Onboard a Supplier case type.

The Supplier onboarding playbook appears in the Playbook tab on the
Case Details page in the Source-to-Pay Workspace.  
After you submit a supplier onboarding request, the application creates a new case of type Onboard a Supplier and opens the Case Details page. You can select the Playbook tab and start the supplier onboarding process using playbook. For more information on creating a supplier, see [Add a supplier](https://servicenow-prod.fluidtopics.net/DG5hg~N7d5WYmZFUeMLuoA "Add suppliers and their products to populate your primary data.").  
Important:  
Supplier Lifecycle Operations creates an approval record if the "Ask For Approval" action is a part of any SLO flow. This approval record can be approved by the user who belongs to the Supplier Administrators group (sys_user_group table). For more information, see [Add a user to a group](https://www.servicenow.com/docs/access?context=t_AddAUserToAGroup&version=yokohama&pubname=yokohama-platform-administration&ft:locale=en-US).
Figure 1. Playbook tab on the Case Details page  
The Supplier onboarding playbook includes the following stages:

* Registration: Includes activities to register the supplier.
* Qualification: Includes activities to verify the eligibility of the supplier.
* Activation: Includes activities to activate the supplier.
* Rejection: Includes activities to reject the supplier.
{#use-playbooks-onboard-supp__ul_an4_5jm_sbc}
**Related concepts**   

* [Perform risk assessment playbook](https://servicenow-prod.fluidtopics.net/K7NepfyaboHWcjE1Nk7H_w "The Perform risk assessment playbook includes activities that enable you to conduct risk assessments for the supplier that you are onboarding.")  
**Related tasks**   

* [Add a subsidiary for a supplier from the Source-to-Pay Workspace](https://servicenow-prod.fluidtopics.net/8d8OAJ4KuqcH6C4dhEmNEg "If a supplier has subsidiaries, you can add them to that supplier from the Source-to-Pay Workspace.")

## Registration stage {#ariaid-title2}

The following table lists the activities in the Registration stage of the Supplier onboarding playbook.
{#registration-stage-onboard__table_n5m_klm_sbc__entry__2}

| Activity | Activity Details |
|-|-|
| Collecting onboarding details | Processes the supplier details collected in the onboarding request form. This activity completes automatically. |
| Process onboarding variables | Uses the information provided to start the onboarding activities. This activity completes automatically. |
| Update the supplier case record | Sets the supplier case record to Work in progress. This activity completes automatically. |
| Show possible duplicate suppliers | Displays duplicate supplier records to ensure you are not onboarding an existing supplier. If there are no duplicate supplier records, this activity auto-completes. If duplicate supplier records exist, then select Open List to see the duplicate record and resolve the issue. |
| Show possible duplicate onboarding requests | Displays duplicate supplier onboarding request cases to ensure you are not duplicating an existing case. If there are no duplicate supplier onboarding request cases, this activity auto-completes. If duplicate supplier cases exist, then select Open List to see the duplicate cases and resolve the issue. |
| Check for supplier intelligence source | Checks if a supplier intelligence platform is installed to import supplier data. |
| Import supplier details from intelligent/external source | Imports supplier details from the supplier intelligence platform. Available actions: * Import data * Skip {#registration-stage-onboard__ul_pl4_h2l_5bc} |
| Create new company record | Creates a new record for the supplier in the Company \[core_company\] table. This activity completes automatically. |
| Create new supplier record | Creates a new supplier record in the Supplier \[sn_fin_supplier\] table. This activity completes automatically. |
| Associate the onboarding case with the newly created supplier. | Associates the onboarding case with the supplier. The Supplier field shows the newly created supplier on the Details tab of the case. This activity completes automatically. |
| Sync supplier profile with the third party source | Synchronizes the supplier and company records with data from a third-party supplier intelligence. This activity completes automatically. |
| Invite supplier contact | Sends an email to the primary contact to register to the Supplier Collaboration Portal. |
| Verify that the supplier information is correct | Ensure that the supplier information is accurate and up to date. Available actions: * Mark complete * Skip * Update {#registration-stage-onboard__ul_jyc_2jl_5bc} |
| Waiting for supplier contact invitation to be sent out | Waits for the primary contact to be given access to the Supplier Collaboration Portal. |
| Set the case status to On Hold. | Sets the case status to On Hold. After this activity is completed, the playbook moves to the Qualification stage. |
[ ]

{#registration-stage-onboard__table_n5m_klm_sbc}

## Qualification stage {#ariaid-title3}

The following table lists the activities in the Qualification stage of the Supplier onboarding playbook.
{#qualification-stage-onboard__table_t2h_mlm_sbc__entry__2}

| Activity | Activity Details |
|-|-|
| Check if Risk assessment for supplier plugin is installed | Checks whether the risk assessment for supplier plugin is installed. |
| Risk assessment decision | Lets you choose whether you need to perform risk assessment for the supplier being onboarded. Available actions: * Continue without assessment * Perform risk assessment {#qualification-stage-onboard__ul_l3b_mz5_xbc} |
| Perform risk assessment | The playbook starts the risk assessment process. |
| Waiting for risk assessment to be completed | The playbook waits for the risk assessment to be completed. A new due diligence case is created. You can see this case on the Related Cases tab of the Onboard a supplier case. Select the link for the due diligence case, which opens the Perform risk assessment playbook. One of the following occurs: * If you have installed only the Risk Assessments Integration for Supplier Lifecycle Operations \[com.snc.sn_supplier_tprm\] plugin, the Perform risk assessment playbook triggers the flow that includes activities to verify the eligibility of the supplier by creating risk assessments. For more information, see [Playbook stages and activities when only Vendor Risk Management is installed](https://servicenow-prod.fluidtopics.net/cIEdnhCbUdpNKLKKwGQa2w "The following table lists the Perform risk assessment playbook stages and activities when only Vendor Risk Management (VRM) is installed."). * If you have installed both the Risk Assessments Integration for Supplier Lifecycle Operations \[com.snc.sn_supplier_tprm\] and GRC: Third-party Risk Due Diligence \[com.sn_tprm_onboarding\] plugins, the Perform risk assessment playbook triggers the flow that includes activities to create a due diligence request, complete Inherent Risk Questionnaire (IRQ) assessments, and conduct risk assessments for a third-party and an engagement. For more information, see [Playbook stages and activities when Third-party Risk Due Diligence is installed](https://servicenow-prod.fluidtopics.net/d6mCd7MNd9I4ETfnrQto7Q "The following table lists the Perform risk assessment playbook stages and activities when Third-party risk Due Diligence is installed."). {#qualification-stage-onboard__ul_as1_51v_xbc} |
| Update the supplier case record | Updates the state of the case to Work in progress. |
| Confirm supplier is not restricted | Verify that this supplier is not on any corporate or governmental restricted list. If they are, you must reject this case. Available actions: * Confirm not restricted * Reject If you select Reject, the playbook opens the [Rejection stage](https://servicenow-prod.fluidtopics.net/DOrPjhdXgSR5XG2uJ9BliQ#rejection-stage-onboard "The following table lists the activities in the Rejection stage of the Supplier onboarding playbook."). {#qualification-stage-onboard__ul_mfq_m5p_ybc} |
| Confirm qualification status | Confirm if you would like to continue onboarding or reject the supplier. Available actions: * Continue Onboarding * Reject If you select Reject, the playbook opens the [Rejection stage](https://servicenow-prod.fluidtopics.net/DOrPjhdXgSR5XG2uJ9BliQ#rejection-stage-onboard "The following table lists the activities in the Rejection stage of the Supplier onboarding playbook."). After this activity is completed, the playbook moves to the Activation stage. |
[ ]

{#qualification-stage-onboard__table_t2h_mlm_sbc}

## Activation stage {#ariaid-title4}

The following table lists the activities in the Activation stage of the Supplier onboarding playbook.
{#activation-stage-onboard__table_mkw_mlm_sbc__entry__2}

| Activity | Activity Details |
|-|-|
| Create a task to collect banking details | Creates and assigns a task to the primary supplier contact to update the supplier banking details. |
| Create a task to review the supplier profile details | Creates and assigns a task to the primary supplier contact to review the supplier profile details. |
| Waiting for supplier to complete banking details | This activity is completed after the primary supplier contact completes the Update banking details task from the Supplier Collaboration Portal. |
| Waiting for supplier to validate their profile details | This activity is completed after the primary supplier contact validates the Update supplier profile task from the Supplier Collaboration Portal. |
| Confirm supplier activation | Confirm if you would like to continue onboarding or reject the supplier. Available actions: * Continue Onboarding * Reject If you select Reject, the playbook opens the [Rejection stage](https://servicenow-prod.fluidtopics.net/DOrPjhdXgSR5XG2uJ9BliQ#rejection-stage-onboard "The following table lists the activities in the Rejection stage of the Supplier onboarding playbook."). {#activation-stage-onboard__ul_mzn_r1f_zbc} |
| Activate supplier record | Sets the supplier record to onboarded=true. |
| Update supplier company status | Sets the status for the company record to active. |
| Send welcome email to supplier | Sends an email to the supplier with a welcome message. |
| Notify requestor of onboard completion | Sends an email to the requestor, informing them about the supplier onboarding completion status. |
| Set onboarding case to complete. | Updates the onboarding case to Closed completed. |
[Table 1. Activities in the Supplier onboarding playbook]

{#activation-stage-onboard__table_mkw_mlm_sbc}
**Related concepts**   

* [Registration stage](https://servicenow-prod.fluidtopics.net/DOrPjhdXgSR5XG2uJ9BliQ#registration-stage-onboard "The following table lists the activities in the Registration stage of the Supplier onboarding playbook.")
* [Qualification stage](https://servicenow-prod.fluidtopics.net/DOrPjhdXgSR5XG2uJ9BliQ#qualification-stage-onboard "The following table lists the activities in the Qualification stage of the Supplier onboarding playbook.")
* [Rejection stage](https://servicenow-prod.fluidtopics.net/DOrPjhdXgSR5XG2uJ9BliQ#rejection-stage-onboard "The following table lists the activities in the Rejection stage of the Supplier onboarding playbook.")

## Rejection stage {#ariaid-title5}

The following table lists the activities in the Rejection stage of the Supplier onboarding playbook.
{#rejection-stage-onboard__table_ebs_nlm_sbc__entry__2}

| Activity | Activity Details |
|-|-|
| Provide reason for rejection | Provide a reason for rejecting the supplier onboarding request. In the Close notes field, enter the reason for rejection and select Reject Supplier. Available actions: * Reject Supplier * Skip {#rejection-stage-onboard__ul_crv_jdf_zbc} |
| Send rejection email to supplier | Sends an email to the supplier informing them that their onboarding request has been rejected. |
| Notify requestor of onboard rejection | Sends an email to the requestor, informing them about the supplier onboarding rejection. |
| Set onboarding case to rejected | Updates the onboarding case to Closed rejected. |
[ ]

{#rejection-stage-onboard__table_ebs_nlm_sbc}