Procurement and RFQs
Vendor Onboarding
The process of collecting, reviewing and registering the information required before a supplier can transact with a buyer. In maritime procurement, the concept helps buyers and providers define, price, compare and authorize operational requirements.
What onboarding covers
Onboarding is the work of collecting and registering a vendor’s details before any transaction can happen.
It is a gate. Until it is complete, an order usually cannot be raised or paid.
It is repeated per buyer, so a company supplying five buyers is onboarded five times.
Vendor Onboarding is a term used in maritime business and operations.
The process of collecting, reviewing and registering the information required before a supplier can transact with a buyer.
In maritime procurement, the concept helps buyers and providers define, price, compare and authorize operational requirements. The exact meaning may vary with the contract, jurisdiction, port practice or workflow in which it is used.
What onboarding collects
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Legal identity
Why it is needed
Registration documents confirming the company exists under the name it trades as.
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Bank details
Why it is needed
Where payment will be sent, usually confirmed independently of the channel they arrived on.
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Tax details
Why it is needed
Registration numbers and status, which determine how invoices must be issued.
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Insurance
Why it is needed
Certificates and limits, checked against the work the vendor will actually do.
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Certifications
Why it is needed
Trade, quality or safety credentials relevant to what is supplied.
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Contacts and terms
Why it is needed
Who to deal with, and the payment and delivery terms agreed in advance.
Onboarding compared with approval
Onboarding
The work of collecting and registering information.
Approval
The decision taken on what was collected.
Onboarding
Largely administrative, often handled by finance or procurement support.
Approval
A judgement about risk, taken by whoever carries that risk.
Onboarding
Produces a vendor record.
Approval
Produces a status on that record.
Onboarding
Can complete without the vendor being usable.
Approval
Is what makes the vendor usable.
Onboarding in PortzApp
Where a buyer’s onboarding starts
In PortzApp a company’s registration is confirmed by verification before it can quote or publish its profile, and that profile already carries its services, ports and credentials. A buyer’s own onboarding still applies, but it does not begin from a blank form.
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