> ## Documentation Index
> Fetch the complete documentation index at: https://docs.eftsureinsided365fo.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Configure Onboarding Settings in Eftsure Parameters

> Configure the Onboarding tab in Eftsure Parameters — defaults, banking options, addresses, forms, greeting templates, and document management.

The **Onboarding** tab in **Eftsure Parameters** controls how vendor onboarding invitations are sent, what information is collected from vendors, and how that information flows into D365. Review and configure every section in this tab before you begin onboarding vendors — the defaults you set here apply across all legal entities unless overridden at the vendor group level.

## General

The **General** section establishes the baseline naming conventions and onboarding behaviour used across your organisation.

| Section                | Field                                                     | Description                                                                                                   |
| ---------------------- | --------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------- |
| **Default Values**     | First name                                                | Free text; defaults to `Business`                                                                             |
| **Default Values**     | Last name                                                 | Free text; defaults to `Owner`                                                                                |
| **Naming Conventions** | Bank account ID prefix                                    | If blank, the prefix defaults to `Bank1`                                                                      |
| **Naming Conventions** | YourAccountNumber rule                                    | Options to use the legal entity name in the master vendor file (Purchase order defaults — Our account number) |
| **Naming Conventions** | Organisation name source                                  | Select which value is used as the vendor account name when a vendor is created                                |
| **Onboardings**        | Accept onboardings in the "Awaiting verifications" status | Default **No**. When enabled, onboarding status automatically advances from Awaiting Verification to Accepted |

<Warning>
  **Do not enable "Accept onboardings in the Awaiting verifications status" in Production.** This setting is for UAT use only. In Production, this option must remain **Off** so that Eftsure can complete its verification process before a vendor is accepted. Enabling it means vendors are created before their information has been verified — the new supplier will appear with an orange "Not Verified Yet" status, and all actions (including self-certification) become available immediately, regardless of whether verification has completed.
</Warning>

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**.

<Warning>
  Eftsure will **only verify EFT payment methods** (those with a BSB and bank account number). If you allow vendors to onboard with BPAY, cash, cheque, or other payment methods, **no bank account will be created and no Eftsure verification will occur** for those payment methods.
</Warning>

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.

<Info>
  Entire sections of Eftsure forms can be hidden in the Eftsure portal form designer to tailor the onboarding experience for your vendors.
</Info>

The form definitions displayed in D365 are **read-only**. Any changes must first be made in the Eftsure portal, and then synchronised back to D365.

Two controls are available:

* **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.

For specific field mappings between Eftsure form fields and D365 vendor fields, see the Field Extensions documentation.

## 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.

<Tip>
  Create company-specific greeting templates when your organisation operates multiple legal entities that onboard vendors under different brands or with different messaging.
</Tip>

## 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.

<Steps>
  <Step title="Enable document expiry">
    In **Eftsure Parameters > Onboarding > Document management > Expiring Documents**, enable the expiry tracking feature.
  </Step>

  <Step title="Set the expiry period">
    Configure the number of days before expiry that the notification should be sent.
  </Step>

  <Step title="Configure notification recipients">
    Add or modify the email groups that will receive expiry notifications. Different email groups can be set for different document types.
  </Step>
</Steps>


## Related topics

- [Vendor Group Configuration in Eftsure D365 Parameters](/admin/vendor-groups.md)
- [Registering API Keys for Eftsure Inside D365 F&O](/integrations/api-keys.md)
- [Comfort Pack: Government Lookups and Address Tools](/integrations/comfort-pack.md)
- [Eftsure Admin Setup Guide for D365 Finance and Operations](/admin/setup.md)
- [Supplier Onboarding: Invite and Verify New Vendors](/workflows/onboarding.md)