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Set up non-clinical suppliers with documents checked and duplicates flagged

A cleaning contractor can be requested under a new trading name when it already sits in the vendor master under its registered name. Duvo checks the setup form against company and VAT details, the required documents and existing vendor records, then prepares the record for approval.

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Healthcare supplier onboarding

Vendor-owner decision needed

HS-601 · Office cleaning

Record status
Match found
Existing match
Same company identifier on V-86
Difference
New trading name on request

The company identifier matches an existing vendor, but the request uses a different trading name. A second account could duplicate the supplier.

Next action

Use existing vendor: record the approved match and route the request to V-86; no new supplier account is created.

Request clarification: ask for evidence of the trading name and leave setup pending until the vendor owner resolves the match.

Owner approves creation or amendment

A vendor is created, amended or matched to an existing record only after the vendor master owner approves it.

View the wider product queue

Healthcare supplier onboarding

New non-clinical suppliers waiting on documents or checks.

Adds cases
Supplier setup requests
Processes cases
Vendor record review
Total

24

Pending

5

Postponed

2

In progress

4

Needs input

3

Failed

0

Completed

10

Add filter
Case
Case Status
Setup gap
Scope
Decision
Exceptions
Next action
HS-601 · Office cleaning
Needs Input
Possible existing vendor
Administrative services
Review vendor match
1
HS-602 · Meeting-room hire
In Progress
Insurance certificate missing
Staff training
Request document
0
HS-603 · Office printing
Completed
Approved record created
Central offices
Confirm vendor reference
0
HS-604 · Furniture supply
Pending
Owning site missing
Administrative purchasing
Complete ownership
1
HS-605 · Archive storage
Postponed
Bank change unverified
Records administration
Await call-back check
0

Showing 5 of 24 cases

  1. 1

    Approval

    Exceptions pause for the named owner

    Each exception carries the source records, applied rule, recommended action, and the person authorised to decide.

  2. 2

    Setup gap

    Setup gap is visible before the action

    Missing documents and possible duplicate records show before the vendor owner authorises activation.

From setup request to an approved vendor record

A site asks for a new office-services supplier. The form arrives with a trading name, a bank letter and part of the insurance cover, while the vendor master may already hold the same company under its registered name for another site. The master data team checks registration and VAT numbers, chases missing or expired certificates and sends changed bank details through call-back verification, mostly by email and spreadsheet.

  1. 0101

    Collect the request and documents

    Duvo reads the setup or amendment request, the details and documents the supplier submitted, and your required-document checklist for that supplier category.

  2. 0202

    Check completeness and duplicates

    Registration and VAT numbers are compared with the vendor master to find possible duplicates, and each required document is checked for presence and expiry. Changed bank details are set aside for your call-back verification.

  3. 0303

    Prepare the record for approval

    The record is prepared field by field, with its source documents, any duplicate candidates and the questions still open.

  4. 0404

    Your team decides

    Approve the record

    The vendor master owner approves a new record, an amendment or the use of an existing vendor.

  5. 0505

    Complete and confirm the setup

    Duvo passes the approved record for creation and compares the created vendor with the approved values. Activation stays pending while any verification is open.

Setup requests and the vendor master in one view

Systems and control details

Setup forms tend to arrive by email or through a procurement portal, while vendor data sits in the ERP. Data minimisation rules are set before the first records are shared.

Supplier setup forms, Vendor master exports, Company and VAT registration details, Insurance certificates, Required-document checklist

  • Owner approves creation or amendment

    A vendor is created, amended or matched to an existing record only after the vendor master owner approves it.

  • Administrative suppliers, no payment verification

    The scope is non-clinical supplier categories. Duvo does not verify bank details, qualify clinical suppliers or activate vendors, and changed payment details always go through your independent verification.

  • Field-level evidence kept

    Submitted values, the existing record, requested changes and the final vendor reference stay linked.

What teams ask about Healthcare supplier onboarding

  • How does Duvo spot a duplicate supplier registered under a different trading name?

    It compares registration and VAT numbers against the vendor master, not only names. A match on identifiers is shown to the vendor owner even when the names differ.

  • Does Duvo verify changed bank details?

    No. Changed bank details are separated and sent through your independent verification, such as a call-back to a known contact. The record stays pending until that is done.

  • Which supplier documents can Duvo check?

    Whatever your checklist requires for the supplier category, for example company registration, VAT details or insurance certificates. Duvo checks that each is present and in date.

  • What does a first review with our own setups look like?

    Pick completed non-clinical setups with their final vendor records. Duvo runs the checks on the original requests, and you compare its findings with what your master data team found.

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