Collect vendor data through a structured intake form or procurement portal: legal name, tax identification number, address, bank account details, payment terms, and commodity categories; validate completeness before initiating ERP creation.
Create the vendor record in the ERP via the appropriate API: SAP uses the Business Partner API (API_BUSINESS_PARTNER) with role FLVN01 for vendor, Oracle Fusion uses /fscmRestApi/.../suppliers, D365 F&O uses the VendorsV2 entity; include required organizational assignments (purchasing org, company code, payment method).
If a procurement platform (Ariba, Coupa) is involved, also create or sync the supplier profile there; these systems may have their own qualification or onboarding workflow that must complete before the vendor is approved for PO issuance.
Trigger required compliance checks: tax ID validation (TIN match or VAT number verification), sanctions screening, and duplicate vendor detection (same name + bank account already exists); gate ERP activation on passing these checks.
Set the vendor to active/approved status in the ERP via a status update API call or workflow action only after all checks pass; send a confirmation notification to the vendor and the requesting buyer with the assigned vendor number.
Known gotchas
Bank account details for vendors are subject to strict data security requirements; many ERPs restrict bank data creation to specific user roles and audit all changes; the integration must operate under an appropriately privileged service account and log all bank data writes.
Duplicate vendor detection must account for variations in legal name (abbreviations, punctuation), and should cross-check tax IDs across existing records; purely name-based matching produces both false positives and missed duplicates.
Vendor onboarding workflows in ERP and procurement platforms are often configured with human approval steps that cannot be bypassed via API; the integration must handle asynchronous approval state and poll or subscribe to approval completion events before marking onboarding complete.
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