The Vendor Feed Extension facilitates a two-way data exchange between Bonterra’s CyberGrants and your organization’s Accounts Payable (AP) system, allowing new organization records to be sent from CyberGrants for vendor number assignment and enabling the return of those assigned vendor numbers to update corresponding records within the platform, supporting accurate and timely financial processing.
Core functionality
The outbound feed is generated when specific business rules are met.
In turn, the inbound feed updates vendor records in CyberGrants.
Outbound file workflow:
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Inbound file workflow:
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The outbound feed includes organizations that meet all of the following criteria:
- A defined proposal type is specified in the implementation.
- A blank “Vendor Code” field on the organization record.
- A blank “Vendor Transmitted” date.
- A correct disposition of the associated request as defined in the specification.
When these conditions are satisfied, CyberGrants generates a delimited flat file containing vendor data and transmits it securely to your SFTP (Secure File Transfer Protocol) folder.
The outbound file includes (maintain this sequence):
- Record Type (H=Header, D=Detail, T=Trailer) Vendor Tax ID (EIN)
- Vendor Name
- Address fields (Address 1, Address 2, City, State, Zip, Country)
- CyberGrants Organization ID
- Up to three optional custom fields
- Grantmaker ID (in the trailer)
- Total Record Count
Date Time Stamp (MMDDYYYYHHMMSS format)
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The inbound feed is your AP system’s response, containing the assigned vendor numbers. This file is deposited into the same SFTP location, processed nightly by CyberGrants.
Inbound file structure includes (maintain this sequence):
- Record Type (H=Header, D=Detail, T=Trailer)
- Vendor Code (mapped to the CyberGrants organization)
- Organization ID (CyberGrants' unique identifier)
- Total Record Count (trailer)
Date Time Stamp (trailer)
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CyberGrants then updates the organization records with the returned vendor numbers.
Technical specifications
- File Type - Text-delimited flat files
- Transport Method - SFTP only
- Frequency - Nightly automation
- Data Mapping - Strict field order adherence required
- Automation - Required; ad-hoc manual processing not supported.
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