General
The General section establishes the baseline naming conventions and onboarding behaviour used across your organisation.
Use the “Accept onboardings in Awaiting verifications” option in UAT when you need to prepare vendors, purchase orders, and invoices well in advance of payment and successful verification. Be aware that none of the vendor information has been verified by Eftsure at that point.
Banking Options
Banking options define how vendors submit their payment details during the onboarding process. The preferred method is extracting EFT details directly from the vendor’s bank. Manual entry is also available to suit different business workflows. The options configured here serve as the global defaults; they can be overridden per vendor group in Eftsure Parameters > Vendor Groups > Bank Provisioning Details. Available banking options include:- Get EFT details directly from bank — vendor is redirected to their bank portal to supply account details.
- Enter EFT details manually — vendor types their BSB and account number into the onboarding form.
- Allow cash / cheque / BPAY / other — permits vendors to select alternative payment methods (not verified by Eftsure).
Addresses
Two address types are collected via the Eftsure onboarding form: Physical and Postal. The default setup captures both, but you can add or remove address types to match your business requirements. You can add a custom note to the Physical address field and the Postal address field to guide vendors when completing the form. If you enable the Physical address only option, D365 will create only the physical address on the vendor record. When this option is off, the vendor will have both a physical address and a separate postal address in the vendor master form.Contact Information
The contact details provided by the vendor during onboarding are linked directly to the Contact purpose on the Vendor form. Each vendor is automatically populated with a defined primary contact, which can be viewed under the contact information section of the vendor record. A new contact record is created automatically when the vendor onboarding is accepted into D365.Forms
Onboarding forms collect the required vendor information — name, ABN, addresses, banking details, and any additional custom fields — after the vendor receives the Eftsure invitation. Additional custom sections and fields can be added or hidden using the Eftsure portal form designer.Entire sections of Eftsure forms can be hidden in the Eftsure portal form designer to tailor the onboarding experience for your vendors.
- Sync — retrieves the latest form definitions from Eftsure. A daily morning batch will sync forms automatically if the batch is enabled.
- Set as default — marks the selected form as the default in Eftsure Parameters.
Greeting (Message to Supplier)
The Greeting section lets you configure the email message vendors receive when they are invited to onboard or when a change request is sent to them. Messages support placeholder variables that are substituted with real values at send time.Invite Message
The invite message is the default text that appears in the vendor onboarding email. Use placeholders such as##FirstName## and ##LastName## — these draw from the First name and Last name default values you configured in the General section.
Change Request Message
The change request message is the default text that appears when a change request email is sent to a vendor. The same placeholder variables (##FirstName##, ##LastName##, etc.) are supported.
Templates
The Template tab allows you to create multiple email templates — for example, to support different companies or business-specific messaging requirements.- Templates with no company assigned are available to all Eftsure-enabled legal entities.
- Templates with a specific company assigned in the Company column are restricted to that legal entity only.
Document Management
Attachments
The Attachments section controls how supporting documents uploaded by vendors during onboarding are stored and managed in D365. You can:- Set the attachment type applied to documents when they are downloaded into D365.
- Download all documents uploaded by the vendor during onboarding.
- Delete attachments from Eftsure servers after download (not recommended — deletion is irreversible).
Expiring Documents
You can set an expiry date for supporting documents (such as insurance certificates or licences). When a document expires, a notification is automatically sent to the configured email address or email group.1
Enable document expiry
In Eftsure Parameters > Onboarding > Document management > Expiring Documents, enable the expiry tracking feature.
2
Set the expiry period
Configure the number of days before expiry that the notification should be sent.
3
Configure notification recipients
Add or modify the email groups that will receive expiry notifications. Different email groups can be set for different document types.