What is this page about: How to review a proposed vendor or a vendor's bank detail change in your Tasks list, and decide whether to approve or reject it.
On this page
- Review the vendor details
- Approve the vendor
- Reject the vendor
- Reviewing bank detail changes
- Why vendor approval matters
- Frequently asked questions
- Related articles
When someone proposes a new vendor to work with, it typically needs approval before they can be added to your company's vendor list in Light. The same review process kicks in when someone changes an existing vendor's bank details. Here's how to review and approve or reject a vendor.
Review the vendor details
Click on the vendor in your Tasks list. You'll see four labelled fields, plus bank details in their own section:
- Vendor name: Company name
- Website: The vendor's website
- Description: A short description of the vendor
- VAT: VAT number
- Bank details (separate section): Account info for payments
Take time to review each section carefully.
Approve the vendor
If the vendor looks legitimate and you're comfortable working with them, click Approve. They'll be added to your company's approved vendor list and can start receiving payments.
Before approving, consider:
- Does the banking information look correct?
- Do you recognise the business as legitimate based on its website and description?
- Does the VAT number look valid?
- Are there any other red flags in the details shown?
Reject the vendor
If something doesn't feel right, click Reject and, if you'd like, add a comment explaining why. Your comment is shown on the completed task.
Common reasons to reject:
- Banking information looks suspicious
- VAT number doesn't match or seems invalid
- You have concerns about the legitimacy of the business
Reviewing bank detail changes
You may also get a task when someone updates the bank details of a vendor that's already approved. The new details are held as a pending change and don't take effect until you decide:
- Approve: The new bank details replace the vendor's current ones and are used for future payments.
- Reject: The change is discarded and the vendor keeps their current bank details.
Bank detail changes deserve extra scrutiny. A fraudulent account change is one of the most common ways companies are tricked into paying the wrong account. If in doubt, verify the change directly with a known contact at the vendor before approving.
Why vendor approval matters
Keep these in mind when reviewing:
- Compliance: Vendors meet your company's standards and regulations
- Fraud prevention: Suspicious vendors get caught before they're added to your system
- Financial control: You know who's being paid and why
- Consistency: Every vendor goes through the same review
Frequently asked questions
What happens when I approve a vendor?
The vendor moves to your approved vendor list and can start receiving payments.
What happens when I reject a vendor?
The proposal is discarded. The vendor isn't added to your list, and your optional comment is shown on the completed task.
Is a comment required when rejecting a vendor?
No. Adding a comment is optional, but it helps explain your decision.
What happens if I approve a bank detail change?
The vendor's bank details are updated to the new ones, and future payments use them.
What happens if I reject a bank detail change?
The change is discarded, and the vendor keeps their current bank details.
What information can I see when reviewing a vendor?
Vendor name, website, description, and VAT number, plus a separate bank details section.
Related articles
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