VFS Onboarding Request Approval

This document outlines the steps for reviewing and approving VFS onboarding requests within the Zoho system. The process includes verifying documents, requesting additional information if needed, selecting financers, setting approval limits, and monitoring ongoing requests.

Step 1: Access the VFS Onboarding Request via Email

Once a requester submits a VFS onboarding request, an email will be sent to you containing a link to the specific request associated with your email ID. Click this link to access the VFS onboarding request in Zoho. On the main request page, examine the basic details such as IDs, supplier name, company type, onboarding type, required credit limit, requester name, request date, and any additional notes.

Step 2: Review and Verify Uploaded Documents

As the approver, proceed to the Documents section of the request. You will find a list of all relevant documents uploaded by the requester. Open and review each document to ensure they are complete and accurate. You can verify or reject individual documents based on your assessment.

Once all documents are verified, finalize the overall verification for the request.

Upon completion of document verification, an option to Accept Request will appear.

If all documents are not verified, you will only have options to Reject Request or Request More Information.

Step 3: Request Additional Information from the Requester (If Needed)

If a document or detail is missing or incorrect, click Request More Information.

Specify the additional requirements or clarifications needed. The requester can then edit the request and re-upload necessary documents. You can verify specific items individually as needed.

Once all requirements are met, the option to Accept Request will become available.

Step 4: Accept, Request More Information, or Manually Close the Request

On the approval screen, you will have the options to:

• Request More Information again, if further clarifications are required.

• Alternatively, you can Manually Close the request if you choose not to proceed.

To proceed, click Accept Request.

Once accepted, all documents will be marked as verified, and the overall request status will change to Accepted. You still have the option to Close Request if necessary.

Step 5: Proceed to the List of Active Financers

If the request is not closed, proceed to the List of Financers section.

Here, only the financers active for the specific entity will be displayed. For instance, if the entity is Network Manufacturing, only financers onboarded for that entity will be shown.

Select one or more financers to whom you want to send the documents and approval request. You can select multiple financers as needed.

At the bottom of the page, options to Accept or Reject the financers’ requests will be available.

Step 6: Define Approval Limits and Handle Validation Errors

When accepting a financer:

1. Enter the Approval Limit for that financer.
2. (Optional) Attach the Agreement Document for the financer.
3. Click Confirm to proceed.

If dual approval is required, you can approve and select a Second Verifier.

If an approval limit exceeding the overall Credit Limit is entered, an error message will be displayed after document attachment and confirmation.

Adjust the approval limit to ensure it does not exceed the available credit limit balance.

Once the values are correct and confirmed, the financer will be marked as Approved.

Step 7: View Accepted Financer Documents and Agreements

Post-approval, all accepted financer-related documents and agreements are accessible within the same request.

These documents can be downloaded for reference or record-keeping.

Additional comments can be added in the comments section if needed.

Extra reference files may also be attached, which will be stored and visible in the Comments segment for future reference.

Step 8: Close the Request and Notify Stakeholders

After completing all actions, close the request by clicking Close Request followed by Confirm.

Each status change triggers email notifications to all relevant requesters and VFS team members, detailing the actions taken.

Step 9: Monitor and Search Pending or Open Requests

To review all requests pending or currently open at your level, access the VFS request list view.

Here, view details such as Supplier Name,

Vendor Code,

and Status for each request.

Filters can be applied easily, such as filters by Business Unit and by Supplier.

You can also directly search for a specific Request ID using the search box.

For example, searching for request ID 0016 will display the corresponding request in the list.

Open the request from the list and take the necessary actions (verify, accept, request more information, or close) as required.