Self-Service Vendor Data Collection via Alluvion Vendor Form

Self-service vendor data collection via Alluvion Vendor Form

This use case describes how the Alluvion Vendor Form simplifies and accelerates vendor onboarding by allowing suppliers to directly enter and validate their own data via a secure, self-service interface integrated with SAP MDG.

Actors

• Vendor (External) - Fills in and submits their business details.
• SAP MDG Key User (Internal) - Triggers the form and reviews returned data.
• SAP MDG System - Manages workflows and change requests.
• Alluvion Vendor Form (BTP Application) - Interfaces between vendors and SAP MDG.

Preconditions

• SAP MDG is active and configured.
• A vendor onboarding process has started in SAP MDG.
• The Alluvion Vendor Form is deployed and connected.

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Trigger

A new Vendor Change Request is created in SAP MDG and the “Send to Vendor” step is triggered in the workflow.

Main Flow

1. Internal user starts a Vendor Change Request in SAP MDG.
2. SAP MDG sends an email to the vendor with a unique, secure form link.
3. Vendor opens the link and accesses the Alluvion Vendor Form.
4. Vendor fills in general details, address, bank data, tax info, contacts, and uploads documents.
5. Vendor submits the form.
6. SAP MDG receives the data via the integrated PUT call.
7. The change request is updated with vendor inputs and proceeds to review/approval.

Alternative Flows

• AF1: Vendor submits incomplete form
  → System flags errors and prevents submission until required fields are filled.
  
  
• AF2: Form link expired or recalled
  → Vendor receives an error message that the form is no longer valid.
  
  
• AF3: Vendor does not respond
  → Reminder or escalation triggered in the SAP MDG workflow.

Postconditions

• Vendor data is successfully captured and updated in the SAP MDG Change Request.
• Form link is invalidated for security.
• Workflow continues with review and approval steps.

Exceptions

• Network error during form submission → Error message shown, vendor can retry.
• SAP MDG unavailable → Submission fails, and internal team receives a notification.

Assumptions

• Vendors have access to email and a browser.
• Internal SAP MDG processes include a workflow step to trigger the form.
• Security guidelines (e.g., one-time GUID) are in place.

Benefits

• Cuts down manual entry work for internal teams.
• Improves vendor data quality at the source.
• Reduces onboarding delays.
• Streamlines communication and compliance tracking.