What is the Vendor Startup Extension?

The Vendor Startup Extension is a standardized, one-time data load service that allows customers to populate Bonterra's CyberGrants system with vendor records from their existing Accounts Payable (AP) system.  

This streamlined onboarding process ensures that vendor data is correctly loaded and configured prior to launch, reducing administrative burden and enabling faster payouts. 

To ensure success, Bonterra’s implementation methodology must be followed exactly. Deviation from this process may result in unexpected system behavior, restricted access to future platform features, or even data loss. 

Core functionality 

The Vendor Startup Extension accepts an Excel (.xlsx) file containing vendor information. This file is processed once and is not intended for recurring updates. The extension performs a structured import of vendors into CyberGrants, using predefined logic to ensure the integrity and accuracy of data. 

The following data fields are required in the vendor file: 

• Vendor Tax ID
• Vendor Name
• Vendor Address 1
• Vendor Address 2 (optional)
• Vendor City
• Vendor State
• Vendor Zip
• Vendor Country
• Vendor Code 

This data is matched against existing records in the customer’s CyberGrants organizational database. 

• If a matching record is found based on the Vendor Tax ID, Name, and Zip Code, the existing record is updated with the new Vendor Code. 
• If no match is found, a new organizational record is created using all the fields provided. 

Workflow example 

1. The customer exports vendor data from their AP system into a Bonterra-provided Excel template.
2. The file is sent to Bonterra securely via email or Secure File Transfer Protocol (SFTP).
3. Bonterra runs a one-time import that:
   1. Matches vendors based on predefined fields.
   2. Updates existing records as needed.
   3. Creates new records for unmatched vendors.
4. Bonterra performs internal QA testing.
5. The customer completes User Acceptance Testing (UAT) and approves the data load.
6. Upon approval, the data is moved into production. 

Technical specifications 

• File type - Microsoft Excel (.xlsx)
• File delivery methods - Secure email or SFTP
• Record matching fields - Vendor Tax ID, Vendor Name, Vendor Zip Code
• Update logic - Existing records are updated with Vendor Code; new records are fully created
• One-time processing only; future updates require a new project 

Assumptions and dependencies 

• Customers are required to adhere to the agreed timeline and participate in UAT.
• No production deployment will occur without written UAT approval from the customer.
• Timely delivery of the vendor file and resolution of any issues during UAT are essential to project success.
• Any changes requested after development has started may result in rescoping and additional costs.

What else do you need help with?

• How do I implement the Vendor Startup Extension?

Not what you're looking for? Navigate to Vendor Startup Extension Overview

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