Step-by-step Walkthrough of the Vendor On-boarding Process


The Vendor on boarding process supported by workflows was introduced in AX2012.

This blog post guides you through the process from the point where an employee creates a vendor request to on-board a new vendor and to the point where the new vendor is introduced in AX together with a contact person who is a registered user in AX.


Setup 3 workflows – straight forward with one approval step.

System administration: User request workflow.

Procurement and sourcing:

Vendor add application WF  Vendor add justification WF





Start the workflow processor from AOT forms (for demo purposes).


Set up External roles – (System administration/Setup/Security/External roles.


Under System administration/Setup/Enterprise Portal/Enterprise Portal parameters.

Set up the default authentication method for authentication of the vendor user account.




The process:

Initiate request from ESS

http://<machine>/sites/DynamicsAx/EmployeeServices. To initiate the request, you must have a role as no less than an Employee and be associated with a person/worker.

(You can also initiate the request from the Unsolicited vendor registration page).


Create a new vendor request. Make sure you are in the company where the workflows are defined.

Add initial information about the new vendor. Name and contact person.


Create the request and make sure you enter an address for the vendor and an email for the contact person on the request.


Submit the vendor request.


The request now has the status Request submitted:


Open the AX32 client as the user you have assigned in the workflow to approve the request.

Navigate to the Vendor request pending approval list page.


The request has the status Request pending approval.

Open the request, and approve it:


If you go to the Vendor requests list page, the request now has the status Request pending complete.


Now go to Prospective vendor user requests where the user request has the status Pending approval.

Open the record:


Depending on how you have set up your user request workflow, you can take different actions. I have set it up to manually provision the user.


Go to system administration, create a new user, and assign the role Vendor prospect (external).


Furthermore create the relation to the actual person (Peter Nielsen) and to the Prospective vendor (New vendor XXX).


When you have set up the user, approve the user request for the prospective vendor.


The request now gets the status Completed.


Go to the Vendor request page. The vendor request now has the status Vendor invited. This is based on the approval of the user request.


Now you can log in as the NEW user, and open the Vendor registration page for the prospective vendor:

Add the information. If a questionnaire was set up – you will be prompted to answer the questions of the questionnaire.


When finished – submit the registration form (to the Vendor add application workflow).


Go back to the AX32 client as the user that is set up to approve the request. Navigate to Vendor request pending approval and find the request. The request has the status Application pending approval.


Approve the request. This will create the vendor.


Now you can check the vendor list and see that the vendor has been added – and he also has a contact person, Peter Nielsen, which is the person that completed the registration form J

To view contact persons, go to the Vendor card.

A user will automatically be given new security roles:

- Vendor (external)

- Vendor portal administrator (external)

The roles are derived from the definitions that you set up for the external roles as a preparation.


And now a relation is established to the new vendor record.


Done J

Comments (11)

  1. Murray C Fife says:

    This blog post is great.

  2. Kaushik says:

    Nice Post..A couple of questions…Is it possible that we create a user after vendor fills up the invitation, that is give access to vendor without creating a user for filling up the application. Is it possible to notify the vendor with an email when he is invited?

  3. Santhana says:

    This Blog post was very useful. thanks for your great post.

    1st time I followed the same scenario and i got the results with test data. when i tried next time, the vendor request list page goes blank. i'm not able to see the vendor status invited as well. do you have any idea? why is it reacting so. any help would be appreciated.

    thank you once again for a wonderful walkthrough

  4. Mai Kirknel says:

    To Kaushik – in the user  workflow (system administration>setup>workflow) there is elements you can include in the workflow that will notify the user by email

  5. keru says:

    any idea what permissions/roles I need to set up for the vendor request to work??

    I seem to be getting the following error  :  Stopped (error): X++ Exception: Work item could not be created. Insufficient rights for user DebbH.

    at SysWorkflowWorkItem-create




    This happens after the requisition is submitted on the employee portal.I even tried assigning the trade purchasing manager role to my User Debbie. but get the same error.

  6. MateoP says:


    I followed this post and everything was ok until the step approve "user request for the prospective vendor".

    Well I provisioned the user in System Adminsitration and related it to this vendor, and then approved the user request for prospective vendor.

    But the workflow stopped in error:

    "Stopped (error): Cannot edit a record in Vendor request (VendRequestCompany).

    The record has never been selected.."

    Extra Info:

    All WF added with simple one approver step

    Working on AX 2012 R3 with contoso demo data loaded

    Any idea of what am I missing?

    1. Ankit Shah says:

      I’m facing same issue with same error, I’m also using ax2012 R3, have u solved this issue???

      Let me know.


  7. KAS says:

    Nice post , it save my time and energy . Keep it up …

  8. Brent Wilson says:

    Is it possible to use the Vendor request functionality without providing Vendor access to the vendor portal? What our client would like to do is to have an internal user complete the Vendor information.

    Also, it would be nice to have a single simple vendor request workflow where the internal user creates the request and its approval results in a new vendor (instead of the 3 workflows). Is that possible without modification?

    Thank you

  9. GHGross says:

    Very helpful

    Was there an answer to the first half of Brent Wilson's question? Request functionality without Vendor access to the portal? IE. Internal user completes Vendor information?


  10. Steve Howard says:

    If you tick the "No online capabilities" check box on the request then it bypasses the user part and goes straight to the vendor profile review and approval stage…

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