Sending Bulk Entity Invitations

1. Click Bulk Entity Invitations 
   
   

2. Download the Bulk Template
   

   • Now, download the template where you’ll enter supplier details.
     
     
   • Click "Bulk Process Type" and choose either "Bulk Invite" or "Bulk Change Request". If you select "Bulk Change Request", you can choose which sections you want the entities to update.
     
     

3. Choose the Division and Onboarding Form

   • Select the division that the entities will belong to.
   • Then, choose the onboarding form template you want to send.
     
     

4. Populate the Template

   • Important: Do not alter any of the column headings—only enter information below them.
     
     
   • Refer to the legend at the bottom of the page on the eftsure portal for guidance on how to fill out the fields.
     
     
   • Note that Fields marked with a red star (*) are mandatory.
     
   • When filling out the template, follow these steps to ensure accurate data entry:

   • Entity Type:
     For the Entity Type, enter the correct code based on the legend provided in the template. For example, if the entity is a private company, enter "2" in the first column.

   • Supplier Information:
     Input the entity’s details, including the email address, which is where the onboarding invitation will be sent. Ensure the email address is accurate to avoid failed invites.

   • Enable Two-Factor Authentication (optional):
     If you require additional security, type "true" in the corresponding column.

     • When enabled, the supplier will receive an SMS code as part of the onboarding process.
     • Ensure that the phone number is correct if two-factor authentication is enabled.

   • Select Payment Options:
     Scroll down to the legend to view the available payment options.

     • Enter the relevant payment option codes, such as "1" for South African bank details.
     • If you want to allow multiple payment options, separate the codes with a hash symbol (#) (e.g., 1#2#3).
     • Note: You must fill out at least one payment option.

   • Add a Custom Message (optional):
     You can include a personalized message to be displayed in the onboarding invitation.

   • Assign an Entity Code:
     Enter a unique code for each supplier, as used in your accounting system. Note that this is only necessary if it is a change request. 
     You can also set an expiration date for the onboarding invitation.

5. Complete and Save the Template

   • Repeat the process for each supplier you want to invite.
   • Once finished, save the completed template.

6. Upload the Template

   • Go back to the Bulk Entity Invitation page.
   • Click "Select Entity File" and upload the saved template.
     
     
   • Click "Process File" when the document has been uploaded. 
     
     

7. Review and Correct Data

   • A preview will display, allowing you to review the data.
   • If any errors appear (e.g., incorrect two-factor authentication settings), you can adjust them here.
     
   • Red exclamation icons indicate fields that need attention. Click the edit icon to correct these fields.
     
     
   • Once all required fields are complete, a green checkmark will appear.

8. Send Bulk Invitations

   • When you’re satisfied with the data, click "Send Bulk Invitations".
     
     
   • The onboarding invitations will be sent to each selected entity, and you can track them in the Onboardings section.