Implementing the Vendor Startup Extension involves a structured process to ensure a secure, accurate, and timely import of vendor data into Bonterra’s CyberGrants system. This process includes pre-implementation planning, a coordinated implementation phase, and post-implementation best practices to maintain data quality.
Bonterra’s standardized implementation methodology must be followed throughout the process. Deviating from the methodology may result in data loss, unexpected system behavior, or compatibility issues with future platform features.
The following steps will guide you through the implementation process for this extension, from initial planning through post-implementation management.
Pre-implementation planning
Step 1: Define business and data requirements
Gather and confirm all vendor fields required for your grantmaking payouts. Confirm that the following fields are available from your Accounts Payable (AP) system:
- Vendor Tax ID
- Vendor Name and Address
- Vendor City, State, Zip, and Country
- Vendor Code
Step 2: Identify resources and timelines
Assign internal stakeholders, including a primary point of contact responsible for data preparation and sign-off.
Work with your Bonterra Project Manager to align on project milestones, User Acceptance Testing (UAT) timelines, and final delivery dates.
Step 3: Prepare vendor data
Extract the vendor records from your AP system using the provided Bonterra template.
Ensure accuracy, remove duplicate records, and confirm that mandatory fields are complete.
Step 4: Select delivery method
Choose your preferred file transfer method: email (for smaller files) or SFTP (for larger or more sensitive data).
Implementation process
Step 5: Submit the file to Bonterra
Send the formatted Excel (.xlsx) file via your selected method. Include all vendors that should be loaded into CyberGrants.
Step 6: Bonterra performs internal QA
The Bonterra team validates the file format, checks for inconsistencies, and conducts Quality Assurance testing to ensure the import will behave as expected.
Step 7: Complete User Acceptance Testing (UAT)
Participate in UAT to confirm that the vendor data was imported correctly.
- Review and validate sample records in the CyberGrants system.
- Provide formal approval to proceed.
Step 8: Move data to production
Once UAT is approved, Bonterra migrates the data to the live environment. No changes will be made to production without this sign-off.
Post-implementation management
Step 9: Confirm successful load
After deployment, verify a subset of records in the production system to ensure data integrity and accuracy.
Step 10: Plan for future changes
This extension is not designed for recurring use.
To update vendor records post-deployment, contact your Bonterra support representative to discuss custom options or additional projects.
Step 11: Document internal processes
Update internal SOPs to reflect the data now housed in CyberGrants, including how future vendor updates will be managed outside this one-time load.
What else do you need help with?
Not what you’re looking for? Navigate to Vendor Startup Extension Overview
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