Vendor Onboarding Logic - ProKure Database Documentation

1. Overview

The Vendor Onboarding System manages the complete lifecycle of adding new vendors to ProKure. It supports self-registration via the vendor portal, internal vendor creation by procurement teams, compliance document collection, bank account verification, and multi-level approval workflows.

                 Key Features
                Self-service vendor registration portal
Multi-step compliance document upload and verification
Bank account validation (IFSC + account number verification)
MSME registration and Udyam verification
Vendor grouping for consolidated management
Multi-level approval workflow (Procurement → Finance → Admin)
Automated vendor code generation
Blacklist/debarment check against existing records

            

2. Onboarding Workflow

┌──────────────────┐     ┌──────────────────┐     ┌──────────────────┐
│  Vendor Self-    │     │  Basic Info      │     │  Upload          │
│  Registration    │────▶│  Company, GSTIN, │────▶│  Compliance      │
│  (Portal)        │     │  PAN, Address    │     │  Documents       │
└──────────────────┘     └──────────────────┘     └────────┬─────────┘
                                                           │
         ┌─────────────────────────────────────────────────┘
         ▼
┌──────────────────┐     ┌──────────────────┐     ┌──────────────────┐
│  Bank Account    │     │  MSME Details    │     │  Vendor Status:  │
│  Details (IFSC,  │────▶│  (If applicable) │────▶│  PENDING_REVIEW  │
│  A/C Number)     │     │  Udyam Number    │     │                  │
└──────────────────┘     └──────────────────┘     └────────┬─────────┘
                                                           │
         ┌─────────────────────────────────────────────────┘
         ▼
┌──────────────────┐     ┌──────────────────┐     ┌──────────────────┐
│  Procurement     │     │  Finance         │     │  Admin Final     │
│  Officer Review  │────▶│  Verification    │────▶│  Approval        │
│  (Documents)     │     │  (Bank Details)  │     │                  │
└──────────────────┘     └──────────────────┘     └────────┬─────────┘
                                                           │
                                                           ▼
                                                  ┌──────────────────┐
                                                  │  Vendor ACTIVE   │
                                                  │  Code Generated  │
                                                  │  Can participate  │
                                                  │  in RFQs         │
                                                  └──────────────────┘

Vendor Status Lifecycle

Status	Description	Allowed Actions
Draft	Vendor started registration but hasn't submitted	Edit profile, upload documents
Pending Review	Submitted for internal review	View only (vendor side)
Under Verification	Documents and bank details being verified	Reviewer can approve/reject/request info
Active	Fully approved and can participate in procurement	Bid on RFQs, receive POs
Rejected	Application rejected with reasons	Vendor can reapply with corrections
Suspended	Temporarily suspended (compliance/performance)	No new POs; existing POs continue
Blacklisted	Permanently debarred from procurement	No actions allowed

3. Database Tables Involved

vendor.vendors

Master vendor record with company information and status

id (PK)

vendor_code

company_name

gstin

pan

address

city_id (FK)

state_id (FK)

postal_code

contact_person

email

phone

website

category_id (FK)

status

created_by (FK)

created_at

vendor.vendor_companies

Extended company information including legal entity type, incorporation details

id (PK)

vendor_id (FK)

company_type_id (FK)

cin_number

incorporation_date

registered_address

authorized_capital

paid_up_capital

annual_turnover

employee_count

vendor.vendor_documents

Compliance documents uploaded during onboarding

id (PK)

vendor_id (FK)

document_type

document_name

file_path

expiry_date

is_verified

verified_by (FK)

verification_date

rejection_reason

vendor.vendor_bank_details

Bank account information for payment processing

id (PK)

vendor_id (FK)

bank_name

branch_name

ifsc_code

account_number

account_type_id (FK)

is_primary

is_verified

cancelled_cheque_path

vendor.vendor_msme_details

MSME registration details (linked to MSME Compliance logic)

id (PK)

vendor_id (FK)

udyam_number

msme_category

enterprise_type

is_verified

certificate_file_path

vendor.vendor_groups

Vendor group definitions for consolidated management

id (PK)

group_name

group_code

description

created_by (FK)

created_at

is_active

vendor.vendor_group_members

Many-to-many mapping of vendors to groups

id (PK)

vendor_group_id (FK)

vendor_id (FK)

added_at

added_by (FK)

vendor.vendor_blacklist

Blacklisted/debarred vendors checked during onboarding

id (PK)

vendor_id (FK)

blacklist_reason

blacklisted_at

blacklisted_by (FK)

review_date

is_permanent

vendor.vendor_contacts

Multiple contact persons per vendor

id (PK)

vendor_id (FK)

contact_name

designation

department

email

phone

mobile

is_primary

is_active

vendor.vendor_addresses

Multiple addresses per vendor (registered, factory, delivery)

id (PK)

vendor_id (FK)

address_type

address_line_1

address_line_2

city_id (FK)

state_id (FK)

postal_code

country

is_default

is_active

vendor.vendor_categories

Category/product classification mapping for vendors

id (PK)

vendor_id (FK)

category_id (FK)

is_primary

qualification_status

qualified_date

qualified_by (FK)

remarks

is_active

4. Registration Process (Step-by-Step)

1

Self-Registration / Internal Creation

Vendor accesses the registration portal and fills in basic company details: company name, GSTIN, PAN, address, contact person, email, and phone. Alternatively, a procurement officer can create the vendor record internally.

2

Company Details & Classification

Vendor provides extended company information: company type (Proprietorship/Partnership/LLP/Private Ltd/Public Ltd), CIN number, incorporation date, authorized and paid-up capital, annual turnover, and employee count. System records in vendor_companies table.

3

Compliance Document Upload

Vendor uploads required documents based on their entity type. The system tracks each document's type, expiry date, and verification status.

Required Documents

GST Registration Certificate
PAN Card
Incorporation Certificate / Partnership Deed
Cancelled Cheque / Bank Letter
MSME/Udyam Certificate (if applicable)
ISO / Quality Certifications (if applicable)
Trade License
NDA / Confidentiality Agreement (if required)

4

Bank Account Details

Vendor provides bank account information: bank name, branch, IFSC code, account number, and account type. A cancelled cheque is uploaded for verification. Multiple accounts can be added with one marked as primary.

5

MSME Registration (Optional)

If the vendor is an MSME, they provide their Udyam Registration Number and upload the certificate. The system validates the format (UDYAM-XX-00-0000000) and classifies the vendor as Micro/Small/Medium.

6

Blacklist Check

System automatically checks the vendor's GSTIN, PAN, and company name against the vendor_blacklist table. If a match is found, the registration is flagged for manual review.

7

Submit for Review

Vendor submits the application. Status changes from "Draft" to "Pending Review". Notification sent to the assigned procurement officer.

5. Verification & Approval Workflow

Level 1: Document Review

Reviewer: Procurement Officer
Verify GSTIN on GST portal
Verify PAN details
Check document authenticity
Verify document expiry dates
Check MSME certificate (if applicable)

Level 2: Financial Verification

Reviewer: Finance Team
Verify bank account via penny drop
Cross-check IFSC code
Validate cancelled cheque
Verify TDS applicability
Check payment terms eligibility

Level 3: Final Approval

Reviewer: Procurement Manager/Admin
Review all verification results
Assign vendor category
Set credit limit (if applicable)
Generate vendor code
Activate vendor account

-- Vendor Code Generation Logic
-- Format: VND-{CATEGORY_CODE}-{SEQUENTIAL_NUMBER}
-- Example: VND-RAW-00045, VND-SVC-00123

public string GenerateVendorCode(string categoryCode)
{
    var lastVendor = _context.Vendors
        .Where(v => v.VendorCode.StartsWith($"VND-{categoryCode}-"))
        .OrderByDescending(v => v.VendorCode)
        .FirstOrDefault();

    int nextNumber = lastVendor != null
        ? int.Parse(lastVendor.VendorCode.Split('-').Last()) + 1
        : 1;

    return $"VND-{categoryCode}-{nextNumber:D5}";
}

6. Vendor Group Management

Vendor Groups allow organizing vendors into logical categories for bulk operations such as sending RFQs to a group, applying group-level payment terms, or generating group-level reports.

Operation	Description	Tables Used
Create Group	Define a new vendor group with name, code, and description	vendor_groups
Add Members	Add one or more vendors to a group	vendor_group_members
Bulk RFQ	Send RFQ to all active vendors in a group	vendor_group_members → rfq_vendors
Group Reporting	Generate performance/payment reports by group	vendor_groups + vendor_ratings
Remove Members	Remove a vendor from a group (soft delete)	vendor_group_members

7. Notifications & Alerts

Event	Recipient	Channel
New vendor registration submitted	Assigned Procurement Officer	In-app + Email
Document verification complete	Finance Team	In-app
Bank verification complete	Procurement Manager	In-app
Vendor approved/activated	Vendor (email)	Email + Portal notification
Vendor rejected	Vendor (email with reasons)	Email + Portal notification
Additional info requested	Vendor	Email + Portal notification
Document expiring (30 days)	Vendor + Procurement Officer	In-app + Email
Blacklist match detected	Procurement Manager + Admin	In-app + Email (urgent)

8. Best Practices

                 Important Considerations
                Data Privacy: Bank details and PAN are sensitive PII — encrypt at rest and mask in UI
Document Expiry: Set up automated alerts for expiring documents (GST certificate, trade license)
Duplicate Detection: Check for existing vendors by GSTIN/PAN before creating new records
Audit Trail: Log all status changes and approval actions in the audit_logs table
SLA for Review: Define internal SLA for vendor approval (e.g., 5 business days)
Vendor Communication: Keep vendors informed at each stage via portal and email

            

ProKure Database Documentation - Vendor Onboarding Logic v1.0

Part of the ProKure Procurement Management System