Implementing the Vendor Feed Extension involves coordinated planning, configuration, and consistent communication between your internal Accounts Payable (AP) stakeholders and the Bonterra team.
The following instructions outline the process to ensure a smooth implementation experience, from preparation to post-launch best practices.
Pre-implementation planning
Step 1: Define requirements and scope
- Identify and confirm proposal types that will trigger vendor feed records.
- Define disposition statuses that will initiate outbound file generation.
- Determine required and optional fields to include in outbound/inbound files.
Outbound file format:
Inbound file format:
Step 2: Resource alignment
- Designate a project lead and establish your internal implementation team.
- Include stakeholders from Accounts Payable, IT, and Program Management.
- Ensure access to and ownership of your organization’s Secure File Transfer Protocol (SFTP) folder.
Step 3: Technical readiness
- Set up and test SFTP connectivity with Bonterra’s secure server.
- Confirm file naming conventions, structure, and delimiters.
- Decide on the usage of optional custom fields, if applicable.
Implementation process
Step 4: Collaborate on file specifications
- Work with Bonterra to finalize file layouts for both outbound and inbound feeds.
- Confirm and sign off on specifications before development begins.
Step 5: Development and configuration
- Bonterra configures the extension based on the approved specification.
- No changes to specifications will be accepted post-development without a revised scope and timeline.
Step 6: End-to-end testing
- Complete a minimum of three successful end-to-end file transfers with test data.
- Validate that outbound files are formatted correctly and contain expected data.
- Confirm inbound file updates are correctly applied to CyberGrants records.
Step 7: User Acceptance Testing (UAT)
- Participate in UAT to verify the accuracy and functionality of the extension.
- Submit written approval to Bonterra once testing is complete.
Post implementation management
Step 8: Final go-live deployment
- Once approved, Bonterra moves the extension into production.
- Automation is activated; all subsequent file transmissions are scheduled nightly.
Step 9: Monitor file success
- Regularly review the results of file transmissions.
- Address any rejected or malformed files through your internal IT team.
Step 10: Plan for annual changes
- Remember, only one in-scope configuration change is permitted per calendar year.
- Submit change requests in advance to ensure they align with Bonterra’s development cycle.
Step 11: Maintain secure operations
- Do not transmit files via email under any circumstances.
- Vendor number validation must occur internally; CyberGrants does not verify vendor data values.
What else do you need help with?
Not what you're looking for? Navigate to Vendor Feed Extension Overview
Looking for training?
Explore this feature at your own pace - access training video content or watch a recorded webinar by clicking the link below.
