A custom Frappe Framework application for managing the vendor onboarding process through a workflow-driven approval system. The application validates vendor information, supports role-based approvals, automatically creates Suppliers upon approval, provides REST APIs, reports, dashboard charts, and workflow notifications.

• Custom Vendor Onboarding Request DocType
• Email and GST Number validation
• Annual Turnover validation
• Documents Submitted checkbox validation
• Workflow-based approval process
• Automatic Supplier creation after approval
• REST API for creating and retrieving requests
• Dashboard Chart for request status
• Script Report for vendor request statistics
• Custom Roles using Fixtures

cd ~/frappe-bench/apps

git clone https://github.com/praginapradeep/Vendor-Onboarding.git

cd ~/frappe-bench

bench get-app apps/vendor_onboarding

bench --site <your-site-name> install-app vendor_onboarding

bench migrate

bench start

The Vendor Onboarding Request follows the workflow below:

Draft
   │
   ▼
Submitted
   │
   ▼
Under Review
   ├──────────────► Rejected
   │
   ▼
Approved (If no duplicate exists)
   │
   ▼
Supplier Created
   │
   ▼
Cancelled (Optional)

Workflow States:

• Draft
• Submitted
• Under Review
• Approved
• Rejected
• Cancelled

The application performs the following validations:

• Valid Email Address
• Valid GST Number (if provided)
• Annual Turnover must not be negative
• Documents Submitted must be checked before submitting the onboarding request
• Prevent duplicate Supplier creation using GST Number and Email

When a Vendor Onboarding Request reaches the Approved state (DocStatus = 1), a Supplier is automatically created with:

• Supplier Name
• GST Number
• Email
• Vendor Type

Duplicate suppliers are prevented using GST Number and Email ID.

Method

POST

Endpoint

/api/method/vendor_onboarding.api.v1.create_request

{
    "vendor_name": "ABC Industries",
    "email": "admin@abc.com",
    "gst_number": "29ABCDE1234F1Z5",
    "vendor_type": "Material Supplier",
    "annual_turnover": 50000,
    "contact_person": "John",
    "phone": "+91-9876543210",
    "documents_submitted": 1
}

{
    "success": true,
    "message": "Vendor Onboarding Request created successfully."
}

Method

GET

Endpoint

/api/method/vendor_onboarding.api.v1.get_request?name=VOR-0001

{
    "success": true,
    "request_doc": {
        "vendor_name": "ABC Industries",
        "email": "admin@abc.com",
        "gst_number": "29ABCDE1234F1Z5",
        "vendor_type": "Material Supplier",
        "annual_turnover": 50000,
        "contact_person": "John",
        "phone": "+91-9876543210",
        "documents_submitted": 1
    }
}

Dashboard Chart:

Vendor Onboarding Request Status

• Type: Bar Chart
• Group By: Workflow State
• Displays request count by status - Approved and Rejected

Vendor Onboarding Requests Status

The report displays:

• Vendor Type
• Total Requests
• Approved Requests
• Rejected Requests
• Pending Requests (Under Review)

A workflow notification is configured to notify users whenever the Workflow State changes.

Notification subject:

Status Update: {{ doc.name }} has been {{ doc.workflow_state }}

The following custom roles are exported as fixtures:

• Requesters
• Reviewers

• Supplier is created only after the request is approved.
• GST Number is optional but validated when provided. Validation is based on GSTIN format only, No status check provided.
• Email Address is mandatory.
• Vendor Type is mandatory.
• Annual Turnover cannot be negative.
• Duplicate suppliers are identified using GST Number and Email ID.
• Documents Submitted should be marked before progressing beyond the initial onboarding stages.

• Business validations are implemented in the DocType validate() method to ensure consistency across UI and API.
• Supplier creation is implemented in on_submit() because the Approved workflow state changes the document to docstatus = 1.
• Script Report is used to provide aggregated vendor request statistics.
• Dashboard Chart gives a quick visual summary of request statuses.
• REST APIs enable integration with external applications.
• Roles are exported as fixtures for easy deployment across environments.

MIT