> ## 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.

# Vendor Management: Lookup, Create, and Verify Vendors

> Use Payee Check to verify bank details before creating or onboarding vendors, then follow colour-coded status guidance to complete the vendor master.

Before you create a new vendor record or begin an onboarding invitation, always run a Payee Check against the Eftsure database. This instant lookup confirms whether the bank account on a vendor's invoice is known, matches the expected account name, and has no duplicates already in Dynamics 365 FO — stopping fraudulent or erroneous payments before they reach the payment journal.

## Payee Check lookup

Use Payee Check to search for a vendor's routing number and bank account in the Eftsure database before you create or onboard a vendor manually.

<Steps>
  <Step title="Open Payee Check">
    Access Payee Check from either the **All vendors** form or the **Eftsure Workspace**.
  </Step>

  <Step title="Enter bank account details">
    Fill in the following fields:

    1. Select the **vendor country**.
    2. Enter the **currency**.
    3. Enter the **vendor bank account name**.
    4. Set the **Account Code Type** (IBAN, SWIFT, US routing, etc.).
    5. Enter the **routing number / branch code / SWIFT code**.
    6. Enter the **bank account number** from the invoice.
    7. Tab out of the field and wait for the instant lookup result.
  </Step>

  <Step title="Check for duplicates">
    Click **Search > Duplicates** to confirm whether a vendor with the same bank account already exists in D365.
  </Step>
</Steps>

The lookup returns a colour-coded status. Use the table below to determine your next action.

## Payee Check colour statuses

| Status                         | Meaning                                    | Action                                                                                                                           |
| ------------------------------ | ------------------------------------------ | -------------------------------------------------------------------------------------------------------------------------------- |
| **Green**                      | Bank account details verified and matched  | See [Green — account found in D365](#green-account-already-in-d365) or [Green — not yet in D365](#green-account-not-yet-in-d365) |
| **Orange**                     | Account not yet in Eftsure database        | See [Orange — no duplicate found](#orange-no-duplicate-found)                                                                    |
| **Red — Account name differs** | Account exists but the name does not match | Update the bank account name to the verified name                                                                                |
| **Red — Incorrect details**    | Account details could not be validated     | Confirm correct details with the vendor before proceeding                                                                        |

***

## Handling each status

<Accordion title="Green — account already in D365">
  If the duplicate search confirms the vendor already exists in D365:

  * **Do not** create a new vendor record.
  * Confirm with the AP team or the original requester before taking any further action.
</Accordion>

<Accordion title="Green — account not yet in D365">
  If the bank account is verified green but the vendor does not yet exist in D365, you have two options:

  **Option A — Create vendor directly (bypassing onboarding):**

  1. Use **Vendor creation** with an existing vendor template to create the vendor record.
  2. Update the vendor master with all required information: address, contacts, method of payment, etc.

  **Option B — Trigger the full onboarding process:**

  * Follow the [Onboarding workflow](/workflows/onboarding) to have the vendor submit their own details.
</Accordion>

<Accordion title="Red — account name differs">
  The bank account exists in Eftsure's database but the account holder name on the invoice does not match the verified name.

  1. Update the bank account name in D365 to the **verified name** returned by Payee Check.
  2. Re-run the lookup to confirm the status turns green.
</Accordion>

<Accordion title="Red — incorrect details">
  The bank account details could not be validated at all.

  * **If the vendor already exists in D365:** Confirm the correct bank account details directly with the vendor. Create a new bank account record and follow the [Verification workflow](/workflows/verification) for existing vendors.
  * **If the vendor does not yet exist in D365:** Confirm correct details with the vendor before proceeding. **Do not** create the vendor manually in D365 until the details are confirmed.
</Accordion>

<Accordion title="Orange — no duplicate found">
  The bank account is not yet in Eftsure's database and no duplicate exists.

  **Option A — Run the full onboarding process (recommended):**

  1. Select **New > Eftsure Onboarding > New onboarding** from the **All vendors** form or the **Eftsure Workspace**.
  2. Choose either a new onboarding form or the default form for the relevant vendor group.
  3. Follow the standard [Onboarding workflow](/workflows/onboarding).

  **Option B — Create vendor directly and trigger verification:**

  1. Create the vendor using an existing vendor template.
  2. Update the vendor master with address, contacts, and method of payment.
  3. Navigate to the vendor's bank accounts and trigger the [Verification workflow](/workflows/verification).

  <Note>
    Direct verification (Option B) applies only to US, AU, and NZ vendors, based on the AU or US Eftsure database. For international vendors (not US, AU, or NZ), trigger a [Change Request](/workflows/change-request) instead.
  </Note>

  After triggering verification, check the **Eftsure Workspace** for the onboarding ID after the sync batch runs (every 30 minutes).

  <Warning>
    If no onboarding ID appears after the sync batch completes, contact Eftsure support immediately.
  </Warning>

  Check back after approximately two days. Once the status changes to **Accepted**, the vendor is ready for payment.
</Accordion>

<Accordion title="Invoice bank account differs from the existing bank account">
  If a vendor's invoice shows a different bank account to the one already on record:

  1. Advise the AP team of the discrepancy.
  2. The AP team creates a new bank account record in D365.
  3. Trigger the [Verification workflow](/workflows/verification) for the new bank account.
  4. Once the new bank account is verified and the status is **Accepted**, expire the old bank account.
  5. Assign the new bank account as the **default bank account**.
  6. The default bank account status will update automatically.
</Accordion>

***

## Complete the vendor master

Once the vendor record exists in D365, complete the vendor master according to the vendor type.

<Accordion title="US vendor">
  1. Review **Method of Payment**.
  2. Update **Payment specifications**.
  3. Review **Tax ID type**.
  4. Update the **1099 box**.
</Accordion>

<Accordion title="International vendor (IBAN — e.g. UK entity)">
  1. Review **Method of Payment**.
  2. Update **Payment specification**.
  3. Review the **Foreign entity indicator**.
  4. Update the **bank account number** and **routing number** for the domestic payment.
</Accordion>

<Accordion title="International vendor (SWIFT)">
  1. Review the bank account details, paying attention to the **branch code**.

  <Note>
    If the Account Code Type is set to SWIFT, the branch code / routing number is mandatory. If the branch code is blank, enter either a valid branch code or the same value as the SWIFT code.
  </Note>
</Accordion>

<Accordion title="Cheque vendor (onboarded via Eftsure)">
  For vendors paid by cheque, the address description must match the vendor name.

  <Note>
    Configure this in **Configuration Parameters > Onboarding > Addresses > Physical > Vendor name**.
  </Note>

  1. Update the **address name / description** as required by your organisation.
  2. If your business requires a bank account for reporting or payment customisation, create a bank account using `00000` as both the BSB and bank account number.
</Accordion>


## Related topics

- [Comfort Pack: Government Lookups and Address Tools](/integrations/comfort-pack.md)
- [Verification: Verify Existing Vendor Bank Accounts](/workflows/verification.md)
- [Payee Check: Quick Vendor Lookup & Onboarding in D365](/user/payee-check.md)
- [Supplier Onboarding: Invite and Verify New Vendors](/workflows/onboarding.md)
- [Integration Tools in Eftsure Inside D365 Finance & Ops](/integrations/overview.md)