bench get-app https://github.com/Rahul-ai1/ERPNext-Vendor-Lifecycle-Management

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ERPNext Vendor Lifecycle Management

Generic vendor onboarding, ongoing engagement, and deboarding workflow for ERPNext.

Every vendor goes through the same enforced pipeline — Onboarding Request → KYC → Background Check → Compliance Audit → Sampling Evaluation → Sign-off — before their Supplier record can be used, and a mirrored Deboarding pipeline before it's disabled again. A deboarded vendor can be brought back through its own Vendor Reboarding Request, which re-runs whichever of those same stages Settings marks mandatory for re-boarding. Compliance Audit and Sign-off can also run as a standalone periodic Renewal once a vendor is already active — and Sampling Evaluation as a standalone Ad-hoc re-check — independent of onboarding or re-boarding, for tracking recurring compliance/contract expiry and product re-sampling. Each stage's mandatory-ness, pass/fail method, and threshold is configurable per business, not hardcoded.

Why this matters

Standard ERPNext gives every vendor a bare Supplier record — a name, a group, some contact fields — with no structured way to prove a vendor was actually vetted before you started buying from them, or to enforce that vetting consistently across every vendor added to the system. Today the workarounds are either onboarding vendors directly into the Supplier master with no gating at all (a Purchase Order can go out to a vendor whose PAN/GSTIN was never validated and who never passed a compliance audit or background check), or running the actual vetting process outside ERPNext entirely — email threads, spreadsheets, Google Forms — with someone manually copying the outcome into the Supplier master days later and no record left of who approved what. This app closes that gap by putting the entire pipeline inside ERPNext itself: onboarding stops depending on someone remembering to follow the checklist, PAN/GSTIN get format- and (where India Compliance is installed) government-validated automatically, a failed stage disables the Supplier instead of quietly sitting unresolved, and a deboarded vendor is hard-blocked from new Purchase Orders and RFQs.

Two things worth weighing before adopting this on a live site:

• Existing Suppliers aren't backfilled. A Supplier created before this app was installed has no Vendor KYC or stage history at all — any dashboard or report that assumes every Supplier has a lifecycle status will show blanks for vendors onboarded before adoption.
• The pipeline adds real process overhead. A team used to typing a Supplier name and moving on now goes through Onboarding Request → KYC → (optionally) Background Check → Compliance Audit → Sampling → Sign-off before a vendor is fully Active. For low-risk vendors this can be a genuine slow-down — tune which stages are mandatory in Vendor Lifecycle Settings rather than running the full pipeline for every vendor by default.

What it does

Everything lives under one workspace, organised into Onboarding, Deboarding, Ongoing Engagement, and Masters & Settings:

Onboarding. A Vendor Onboarding Request (public web form or staff-entered) becomes a Vendor KYC on approval, which auto-creates the real Supplier/Contact/Address/Bank Account on submit:

From there, up to four independently-configurable stages run in sequence — each disables the Supplier automatically on a Failed/Rejected outcome, and reverts that disable if it was the one responsible when cancelled:

Sampling Evaluation can be made mandatory only for specific Business Types, so it's skipped entirely — straight from Compliance Audit to Sign-off — for business types not listed:

Sign-off is the final gate — contract and code of conduct sent and collected by email, activating the Supplier on success. Unlike the other three stages, a genuine Failed Sign-off can be retried directly, without cancelling the failed record first — the retry links back to the attempt it's replacing, and the KYC's own "Create" menu labels it distinctly as a retry, not a fresh attempt:

Ongoing Engagement. Once active, Satisfaction Surveys are auto-created per vendor on a configurable cadence, and vendors (or staff) can raise Support Tickets with priority-based escalation — both reachable by vendors through a login-gated portal, with no Desk access needed:

Deboarding. A Vendor Deboarding Request captures the reason and a ratings review, with live visibility into any open Purchase Orders or unpaid invoices before it's approved:

Once approved, a configurable Vendor Deboarding Checklist walks the closure through to completion — a signed Clearance Certificate is emailed to whichever contact is on file (KYC, Supplier's Primary Contact, or an additional address, deduplicated automatically) and collected back the same way — before disabling the Supplier on submit. The Checklist also has a toggle to temporarily re-enable the Supplier for up to a configurable number of days (for example, to let a final return or correction go through), which auto-disables again on expiry unless someone flips it back off first — the button itself relabels between "Temporarily Enable Supplier" and "Disable Supplier" depending on which state it's currently in:

Reboarding. A deboarded vendor doesn't have to be re-created from scratch. A Vendor Reboarding Request re-runs whichever of Background Check, Compliance Audit, Sampling Evaluation, and Sign-off Settings marks mandatory for re-boarding — its own Pipeline Progress view tracks each stage the same way Onboarding does — and re-activates the Supplier once every mandatory stage has passed:

Renewal & Ad-hoc. Independent of any Onboarding/Reboarding run, a Compliance Audit or Sign-off can be created directly as a standalone Renewal (for periodic re-verification once a vendor is already active — compliance audit and contract validity dates, and whether an expiry auto-disables the Supplier, are all configurable), and a Sampling Evaluation as a standalone Ad-hoc re-check (for example, when a vendor introduces a new product) with zero effect on the Supplier's status either way. Scheduled reminder emails flag both an upcoming Renewal expiry and an unfinished draft Renewal, each independently toggleable in Settings.

Configuration. One Settings screen controls almost everything above — no code change required:

Doctypes

Area	Doctype	Purpose
Onboarding	Vendor Onboarding Request	Intake form; the only sanctioned entry point into KYC.
Onboarding	Vendor KYC	Core verification record every later stage links back to.
Onboarding	Vendor Background Check	Reference + compliance checks, with automatic pass/fail Result.
Onboarding	Vendor Background Check Reference	One reference contact + rating, linked to a Background Check.
Onboarding	Vendor Compliance Audit	Facility checklist, licenses & permits, insurance, financial stability; also usable standalone as a periodic Renewal.
Onboarding	Vendor Sampling Evaluation	Hands-on sample evaluation; mandatory only for configured Business Types; also usable standalone as an Ad-hoc re-check.
Onboarding	Vendor Sign Off	Final activation gate; supports a linked retry after a Failed outcome; also usable standalone as a periodic Renewal.
Ongoing Engagement	Vendor Satisfaction Survey	Auto-created per active vendor on a configurable cadence.
Ongoing Engagement	Vendor Support Ticket	Vendor/staff-raised issues, with priority-based escalation.
Deboarding	Vendor Deboarding Request	Reason + ratings review; approve/reject gate.
Deboarding	Vendor Deboarding Checklist	Offboarding task list; disables the Supplier on submit; also drives the time-boxed temporary-enable toggle.
Deboarding	Vendor Deboarding Checklist Template	Configurable offboarding task set a Checklist is built from.
Reboarding	Vendor Reboarding Request	Re-runs whichever stages are mandatory for re-boarding a deboarded vendor; re-activates the Supplier on completion.
Configuration	Vendor Lifecycle Settings	Single control panel — the only doctype with one record per site.
Masters	Rating Criteria / Rating Criteria Template	Used by Background Check References.
Masters	Satisfaction Rating Template	Used by Satisfaction Surveys.
Masters	Deboarding Rating Criteria / Deboarding Rating Template	Used by Deboarding Requests.
Masters	Compliance Check Type / Source / Template	Used by Background Check's compliance checks table.
Masters	Audit Checklist Template	Used by Compliance Audit's checklist tab.
Masters	License Type / Issuing Authority / Licenses and Permits Template	Used by Compliance Audit's licenses tab.
Masters	Insurance Type / Coverage Type / Insurer / Insurance Template	Used by Compliance Audit's insurance tab.
Masters	Sampling Evaluation Template	Used by Sampling Evaluation's scoring criteria.
Masters	Sampling Mandatory Override	Business Types where Sampling Evaluation is mandatory during re-boarding.
Masters	State	India-specific address state list.

Cancel / amend behavior

• Cancel: each of the four onboarding stage doctypes reverts the disable it itself caused, but only if it was the one responsible — if another still-submitted Failed/Rejected record for the same vendor exists, the Supplier correctly stays disabled. Cancelling a stage is blocked outright while a later stage in the pipeline is still submitted for the same KYC (cancel later stages first, in reverse order). The same applies during re-boarding, scoped to that Vendor Reboarding Request.
• Renewal / Ad-hoc: not part of any pipeline sequence, so none of the above blocking applies — a Renewal Compliance Audit/Sign-off or an Ad-hoc Sampling Evaluation can be created and cancelled freely, at most one draft at a time per vendor. A Renewal's disable-on-expiry consequence (if the relevant Settings checkbox is on) is re-checked against the Supplier's actual current expiry date on cancel, not just reverted blindly.
• Amend: none of these doctypes support Frappe's native amendmen