User Guide

User Guide

Your Guide to Getting Started!

We’re excited to have you onboard! This user guide is designed to help you navigate our platform with ease, ensuring you get the most out of its features and functionalities. Whether you're a first-time user or looking to explore advanced tools, we’ve got you covered.  Inside, you will find all the essential information, tools, and resources you need to become familiar with our company’s systems and processes. Our goal is to provide you with a seamless experience, making it easy to use and enjoy everything AP Automate has to offer.

Onboarding

How to Onboard a New Supplier – Simplified Guide

Follow these steps to onboard a new supplier efficiently:

Step 1: Access the Onboarding Section

  1. Log in to your profile.
  2. Go to the Onboardings section:
  3. Hover over Onboardings in the menu.
  4. Click on Invitations.

Step 2: Understanding the Actions Column & Filters

On the right-hand side, you'll find different filters that help you manage Onboardings:

  • New Onboarding – Quick actions for a new onboarding process.
  • Filter – Refines results shown in the table.
  • My Queue – Displays onboardings pending approval.
  • Unsuccessful – Onboardings that were canceled or rejected after four email reminders.
  • Pending – Invitee has started registration but has not created an account.
  • Review – Onboarding is under review.
  • Accepted – Successful onboarding with a unique entity code.
  • Export Table – Allows you to export the onboarding data.
  • Bulk Entity – Enables bulk addition or editing of entities.

Step 3: Completing the Onboarding Form

  1. Click on "New Onboarding."
  2. Fill in the required details

Please note that adding a contact number is optional and only required for two-factor authentication. If the number or email address is incorrect, click "Show / Resend Invitation" to correct the details.

Final Step: Submit the Onboarding

Before clicking "Continue", double-check all entered information to ensure accuracy.

Bulk Entity Invitations

This function allows you to send Onboarding Invitations to multiple vendors simultaneously.

Step 1:  Click the Bulk Entity Invitation Feature under the Actions column

    Download the Entity Invitation Template.

Before uploading the completed template, you must fill in these three fields:

  1. Bulk Process Type – Choose whether this is a Bulk Invite or a Bulk Change Request.
  2. Division – If your company has multiple divisions, select the applicable one for this bulk invite.
  3. Onboarding Template – Choose the appropriate Onboarding Form you want to populate.

Step 2: Complete the Template

  • Populate the template with all necessary details, ensuring all required fields are completed accurately.
  • Refer to the Bulk Process Table Legend for guidance on filling out the template correctly.
  • If you would like to add Two-Factor Authentication – Type TRUE in Column H on the Excel template (this sends an SMS code to the supplier’s phone number)
  • Payment Options – Refer to the example for correct codes.
  • If you want all three payment options, type 1#2#3 in the designated field.
  • Repeat the process for all suppliers until the spreadsheet is complete.
Step 3: Save & Process the File
    1. Save the completed file.
    2. Select the entity file and process it.
    3. If there are errors in the form, an exclamation mark will appear as a warning.

Entity Library 

The Entity Library, found within the documents section, acts as a central hub for storing and managing vendor-related records. To be displayed in the entities section, a record must first receive approval. On the right-hand side, you'll find different actions and filters that will help you manage the Entities section.
Actions section
  1. Filter Entities – Using the filter tool, you can search for a specific document type, as well as view all documents that are expiring or have expired. This helps track expiration dates, ensuring timely requests for updated versions. 
*If the document icon is RED, the document has expired. If it is ORANGE, the document will be expiring.
  1. Add New Entity- This allows you to manually add a new entity
  2. Complete form-  An entity can only be verified by using an ID number or CIPC number. If you select  “OTHER” the entity will be verified. 
  3. Entity reference code: Suppliers unique identifier which you will find on the suppliers entities. in roder to locate the entity record. Which will match with their erp system.
  4. Click add entity - will come up in the entities section, give it a few minutes and it will run verification.






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