Vendor Onboarding for Epicor Eagle
A new vendor fills in one page under your name: W-9, certificate of insurance, ACH form, terms. Lunica reads and checks each one, prepares the vendor record the way Eagle wants it, and a person keys it. Certificates are watched to expiry.
Accounts payableUpdated Oct 202620 ERPs
See it work on Eagle.
Click through the steps. Fictional data, in Eagle’s terms; the real thing runs on Eagle.
One page under Ridgeline’s name: W-9, certificate, ACH form, terms. It saves as they go.
The problem, as it happens in Eagle.
A new vendor gets set up in Eagle because purchasing needs a PO today. The W-9 comes later, or never. The certificate of insurance is a photo of a certificate from last year. The ACH form arrives by email, gets keyed from the email, and nobody calls the bank to check the account. The vendor file has the name the buyer typed and a blank where the terms go.
In January the 1099s go out with a missing EIN. A sub’s insurance lapsed in June and nobody knew. The ACH change that came by email in August was not from the vendor. Each one is a different bad day, and each one started with a record that was never finished.
How it works.
- 1
The vendor fills in one page
A hosted page under your name, sent to the vendor from Lunica: legal name, EIN, address, the W-9 signed on the page or uploaded, certificate of insurance, ACH form, remit-to, the terms they offer. It saves as they go.
- 2
Each document is read and checked
The W-9 is read and the EIN format and name checked. The certificate is read for the insurer, the limits, the expiry and whether you’re named. The bank account is verified before it’s trusted. Anything short is asked for, on the page.
- 3
The record is prepared for Eagle
Vendor name, remit-to, terms, 1099 flag, bank details, laid out the way the vendor file in Eagle wants them, with the documents behind as one packet. AP checks it. A person keys it.
- 4
Expirations are watched
The certificate’s expiry is on a calendar. Before it lapses, a renewal request to the vendor is drafted; a person sends it. A bank change later goes through the same verification, never from an email.
How it connects to Eagle.
Lunica reads Eagle’s vendor file through the Eagle data warehouse, under a database account that can only read, to check whether the vendor already exists, under what name and terms, and to see open POs against a vendor whose certificate is lapsing. The documents themselves live on the Lunica server with the vendor’s packet.
Nothing is written to Eagle by Lunica, and nothing is sent to a vendor on its own. The vendor record goes back as a file Eagle imports, like AP Assist, or keyed by your team from the packet. Requests to the vendor for a missing document or a renewal are drafts until a person sends them.
What a week looks like.
- No vendor is keyed into Eagle with a blank where the EIN goes.
- Every certificate of insurance has an expiry date somebody is watching.
- Bank details come through verification, never from an email.
- The 1099 run finds every vendor already flagged.
Questions
Does Lunica create the vendor in Eagle?
Not on its own. It prepares the record and the packet. It reaches Eagle as a file Eagle imports, like AP Assist, or keyed by your team from the packet. Nothing changes in Eagle without a person.
Where does the vendor fill this in?
On a page under your name, hosted by Lunica, from a link your buyer or AP sends. The W-9 can be signed on the page or uploaded.
How is the bank account verified?
The bank account is verified before it is trusted, the same way the credit application verifies an applicant’s bank. A later change to bank details goes through it again.
What does it check on the certificate of insurance?
Insurer, policy type, limits against what you require, the expiry, and whether your company is named as certificate holder or additional insured.
What about vendors we already have?
A lapsed certificate or a missing W-9 on an existing vendor can be requested from the same page. The record in Eagle is matched by name and EIN so nothing is set up twice.
Who gets told when a certificate lapses?
Whoever you enrol: AP, purchasing, the controller. The renewal request to the vendor is drafted; a person sends it.
Which Eagle editions does it work with?
Lunica works from the Eagle data warehouse. Your edition and version are confirmed during onboarding, before anything is connected.
Does it need a server?
One Windows server or VM inside your network, set up and maintained by Lunica. It reads Eagle over the LAN; there is no inbound connection from outside, ever.
What about iNet and WebDocs?
Invoice copies come from iNet. Scanned documents keep flowing into WebDocs exactly as before; Lunica reads the scan share and never writes to it.
Can it post to Eagle if we want it to?
The standing rule is that a person does. Where Eagle takes a file, like AP Assist, Lunica prepares the file and your team imports it.
The same workflow, on another ERP.
Vendor Onboarding is written for every system on the list. You’re reading the Eagle version.
See it on your Eagle data.
Thirty minutes. We walk the workflow on Eagle data, then map it to yours.