# Supplier onboarding exception history inventory | SourceX

Canonical: https://refer.sourcex.si/guides/workflow-supplier-onboarding-exceptions
Last updated: 2026-10-18

Before a supplier portal replacement, inventory supplier onboarding exceptions as a trail: the supplier request and the duplicate check it triggered, each screening record and its disposition, the missing-document requests and what came back, and the acceptance or rejection note that closed the case. Record which system holds each piece, the years covered, the owner and the date the old portal is switched off. Then introduce the supplier operations head.

## Why a portal replacement leaves exceptions behind

A portal replacement usually migrates what the business needs on the first day: active suppliers, their current documents and open requests. Closed cases are not on that list. Paused and rejected requests, duplicate-check results, superseded documents and the notes explaining each decision are what stays behind when the old portal's subscription ends.

Those closed cases are the exceptions. A supplier onboarded without friction leaves a short record. A supplier that triggered a duplicate flag, a screening hit or a missing tax form leaves a sequence of questions, evidence and a decision by a named approver. That sequence is the history a redesign is most likely to strand, because nobody needs it to pay suppliers next week.

Migration also changes how future checks behave. In SAP Ariba, approvers of an external supplier request see existing suppliers that match the request so they can deny duplicates, but no duplicate checks run against deactivated suppliers, and custom checks do not match against data that came in through data import or ERP integration. Records loaded in bulk during a migration can therefore sit outside the checks that produced the original exception history. That is a reason to record how the old history was generated, not a criticism of any tool.

## The record classes to inventory

Ask for four facts before anything else: the record classes that exist, their time coverage, the owner of each system, and the real access deadline, such as the last day the old portal can be read or exported.

| Record class | Why it is at risk | Ask | Owner to name |
|---|---|---|---|
| Rejected and withdrawn requests | Never became suppliers, so often not migrated | How many a year, and is the reason recorded? | Supplier operations head |
| Duplicate-check results | Often transient on screen, not logged | Are flags and the approver's response stored? | Portal administrator |
| Screening dispositions | May sit in a separate GRC tool with its own retention | Which tool, and who reviews hits? | Compliance lead |
| Missing-document requests and replies | Frequently handled in email | Did the portal keep the thread, or a mailbox? | Supplier operations head |
| Tax identity checks | May be held by accounts payable, not procurement | Are match results kept with the supplier record? | Accounts payable manager |
| Acceptance notes and approver names | May not move with the supplier record | Do approvals migrate, or only the final status? | Portal administrator |

## Screening and tax checks need their own owners

Two record classes deserve separate questions, because they are often owned outside procurement.

Sanctions screening produces potential matches, not answers. OFAC's Sanctions List Search applies fuzzy logic to the name field only; a score of 100 is an exact match, lower scores are potential matches, and users set their own thresholds based on their own risk assessment. Each potential match a company reviewed and cleared is a recorded judgment. Those dispositions usually live with compliance, under that team's retention rules.

Tax identity checks work the same way. IRS TIN Matching lets payers that file information returns check payee name and TIN combinations before filing; a response of 0 means the combination matches IRS records and 3 means it does not. Where a company uses it, the result sits with accounts payable. Both checks are where similar supplier names get told apart, which is why they matter to an onboarding exception history.

## Where the partner's role stops

Some onboarding records have legal retention periods; others must be deleted on schedule. Do not suggest keeping any record longer than the company is authorized to keep it. The inventory exists so the people with that authority can decide what is retained and whether a licensing discussion makes sense. Never take exports, screenshots or portal logins.

### Qualification check

- **Records that exist:** requests, duplicate checks, screening dispositions, document requests, TIN checks and acceptance notes across several years.
- **Who owns them:** the company, subject to supplier terms and screening-tool contracts.
- **Who can authorize:** the CEO, or the owner in an owner-run company.
- **Company criteria:** 50+ full-time employees at peak (contractors excluded), documented operating history, rights to license and an authorized contact. Companies in the U.S., Canada and the EU qualify, as do companies in the UK, Australia, New Zealand, India, Singapore, South Africa, Latin America, the UAE and Saudi Arabia when at least 90% of the data is in English. See [who qualifies](/who-qualifies).
- **Unknown until SourceX reviews it:** buyer interest in onboarding exception workflows, which records can be licensed at all, how supplier identities are de-identified, and any offer. [Why data rights matter](/proof/why-data-rights-matter) explains the review.

Related record types: [procurement and vendor workflows](/data-types/procurement-and-vendor-workflows), [vendor bank account change verification](/data-types/vendor-bank-account-change-verification-process) and [purchase order mismatch resolution](/guides/workflow-purchase-order-mismatch-resolution). The [industries hub](/industries) lists more.

## Go deeper on supplier onboarding exceptions

- [Supplier onboarding exception examples](/guides/supplier-onboarding-exceptions-exception-examples): worked cases such as two supplier entities with near-identical names.
- [Onboarding records across systems](/guides/supplier-onboarding-exceptions-records-across-systems): a field map joining portal, GRC and accounts payable records.
- [Who can license onboarding exception records](/questions/who-can-license-supplier-onboarding-exceptions-records): a short answer on which executive to introduce.
- [Supplier onboarding referral brief template](/resources/supplier-onboarding-exceptions-referral-brief-template): a fill-in template for the introduction.

## Next step

> **Refer a company. Earn up to $100,000.** Default reward: 25% of Actual Supplier Payout, capped at $100,000 cumulatively per referred company. Eligibility and payment conditions apply, and a signed Schedule A or addendum can differ. A lead, meeting or signature alone does not trigger payment.

If a client is replacing its supplier portal and years of paused and rejected onboarding cases would stay behind, [register as a partner](/register), check the company against [who qualifies](/who-qualifies), and read the [terms](/terms) before you send the brief.

## Sources

- https://help.sap.com/docs/ARIBA_SOURCING/f081c6c38fb7466a84d746a7998bfe0e/d586f15765bb4288bc0794e82187a59e.html
- https://ofac.treasury.gov/faqs/249
- https://www.irs.gov/tax-professionals/taxpayer-identification-number-tin-matching
- https://refer.sourcex.si/terms