Vendor Review Workflow allows Admins and Super Admins to manage the vendor review process before the vendor is used in transactions. Through this workflow, you can specify the required documents, questionnaires, approval flows, and exemptions from the review process for certain users.
Before creating a vendor, make sure you have configured the Vendor Review Workflow according to your company's needs and policies. See the explanation below.
Important
- Admins and Super Admins can create and manage vendor onboarding workflows through the Workflow menu. Each workflow is used to regulate the entire vendor review process based on the selected transaction type.
- Changes to an existing workflow will only apply to new vendors or vendors still in Draft status. Vendors that are already Active or currently under review will not be affected by these changes.
- Disabling or deleting a workflow will not affect ongoing vendor review submissions that are actively using that workflow.
Log in to your Mekari Expense account. Then select the “Workflow” menu.
Next, click the “Vendors” tab.
Then click “Create workflow”.
You will be directed to the Workflow input form page. Below is a detailed explanation of each field.
| No. | Feature Name | Description |
| 1 | Workflow name (required) | Name of the vendor review workflow (required). |
| 2 | Description (required) | Description of the vendor review workflow (required). |
| 3 | Transaction type |
Determines whether the workflow applies to Domestic or International vendors. Each transaction type can only have one active workflow. The “Create” button cannot be used if both Domestic and International workflows are already active. |
| 4 | Vendor Documents |
Specifies the documents that vendors must or may optionally upload during the vendor submission process. You can add documents from available categories or create custom document names according to company needs. Supports up to 20 mandatory documents that can be selected from predefined categories (Administration & Legal, Tax & Finance, Legal Agreements, Transaction Documents, and Others) or by using freely entered custom document names. Important |
| 5 | Questionnaire |
Used to specify the forms or questionnaires that vendors must complete during the submission process. You can also set whether certain questionnaires are mandatory (Required) or optional. Supports up to 10 questionnaire forms per workflow. Important |
| 6 | Vendor Approval rule |
Used to define the vendor approval flow before the vendor can be used or activated in the system. Explanation:
Multi-layer approval rules allow you to set up to 10 approval stages within one workflow. Each stage can be defined based on the organizational reporting structure (1–4 levels of supervisors) or specific employees (Employee ID), and can include alternate approvers so that any one of the specified approvers can grant approval. |
| 7 | Vendor review exemption |
Used to designate users who have permission to bypass the vendor review process, allowing vendors to be created or managed without following the applicable review workflow. Users selected in this section can exempt vendors from the review process in accordance with the company's configured policies. |
Next, click “Save & publish”.
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The workflow you created will then be displayed on the following page.
You cannot create a new vendor workflow if there is still an active workflow for the same transaction type. To create a new workflow, disable or delete the existing workflow first.
This concludes the explanation on how to set up the Vendor Review Workflow. Next, learn here about how to submit a vendor.