12000 +
active vendors served
60–70%
projected faster vendor onboarding
09 mo
delivered in 2-week agile sprints
03 -way
PO ↔ GRN ↔ invoice match enforced
- Executive summary
One portal for the entire vendor and procurement lifecycle
A diversified group of around 30,000 employees, with more than 12,000 active vendors across 11 business units and 150+ legal entities, relied on email threads, spreadsheets and manual data entry to onboard vendors and process their invoices.
DynaTech designed and built a Dynamics 365 vendor portal on the Microsoft Power Platform, paired with an internal procurement shared services portal. Vendors register, maintain their profile, track purchase orders and goods receipts, submit invoices and respond to RFQs themselves, while Dynamics 365 Finance & Operations stays the single system of record.
Because the portal uses Power Pages, Dataverse and Dual Write integration with D365 F&O, the group gained a modern vendor experience without complex ERP customizations.
Manual onboarding and email-driven procurement created risk and delay
Vendor creation relied on the standard vendor collaboration module and manual entry into D365 F&O. Each business unit followed its own process, so data quality and speed varied across legal entities — even though a shared procurement team served them all.
RFQ responses, invoice submissions and payment queries moved through disconnected email threads, leaving control gaps, missed deadlines and weak audit trails.
Pain points
Manual vendor onboarding
Inconsistent processes per business unit caused delays and data-quality issues.
Fragmented communication
RFQs, invoices and payment queries lived in email threads without an audit trail.
No vendor self-service
Vendors could not update trade licenses, bank accounts or other compliance documents themselves.
Limited internal visibility
No unified view of onboarding progress, pending approvals or SLA compliance.
Target KPIs & goals
- Standardize vendor onboarding across business units and legal entities
- Give vendors self-service access to profile, POs, GRNs and invoices
- Enforce compliance through validation, approvals and expiry tracking
- Provide procurement and finance teams with real-time dashboards
- Shorten invoice and onboarding cycles
Vendor onboarding automation and self-service, built on the Power Platform
The solution combines a vendor-facing portal with an internal shared services portal. Vendor onboarding automation covers both self-registration through an invitation link and on-behalf registration by internal requestors, and both paths converge on one approval and ERP-sync process.
Reads flow from D365 F&O through Dataverse virtual entities and Dual Write, and writes return through a custom middleware API, so master data remains accurate and auditable.
What we delivered
01
Self-registration & on-behalf onboarding
Multi-step forms capture trade license, tax number, bank details with IBAN validation, addresses and contacts.
02
OCR document extraction
Trade licenses, bank documents and invoice PDFs are read automatically, reducing manual entry and errors.
03
Multi-level approval workflow
Approval chains are configured per business unit, vendor type and request content — Procurement, Category Manager, Finance or Legal — with no code changes.
04
PO & GRN visibility
Vendors see purchase orders and goods receipt notes in real time, with filters and line-level drill-down.
05
Three-way match invoice validation
Invoices are raised only against posted GRNs; amounts, PO references and invoice numbers are validated before submission.
06
Power Pages vendor self-service
A My Profile workspace lets vendors update documents, banking and contacts; changes consolidate into one approved request.
07
RFQ bid response
Vendors receive RFQs published from D365 F&O and submit line-level, multi-round bids with a full audit trail.
08
SLA tracking & dashboards
Each approval step is time-stamped; Power BI shows SLA compliance, bottlenecks and turnaround times.
Key technologies & integrations
- Dataverse / D365 CE
- Dynamics 365 F&O
- Dual Write
- Azure AD B2B
- Power Automate
- Azure Blob Storage
- Azure OCR Service
- Power BI
- Custom middleware API
D365 F&O as system of record, Power Platform as the experience layer
Vendors and internal teams use portals built on Power Pages. Data is read from the ERP through Dual Write and virtual entities, and approved changes are written back through a middleware API.
Simplified solution architecture — portals on the Power Platform, integrated with D365 F&O.
Nine months of agile delivery
A dedicated project team delivered the portal in two-week sprints, working with the group's procurement, finance and in-house technical and functional consultants.
01
Requirements gathering
Workshops with procurement and finance to capture the vendor lifecycle and per-business-unit variations.
02
Solution design
Detailed solution design documentation for the portals, approval engine and integrations.
03
Development
Agile build in two-week sprints on Power Pages, Dataverse, Power Automate and the middleware API.
04
User acceptance testing
Business validation of onboarding, approvals, invoicing and RFQ scenarios.
05
Training & go-live
Role-based training followed by go-live, with a multi-country rollout in progress.
Projected benefits across speed, control and vendor experience
The vendor portal is designed to deliver the following benefits. Figures below are projections set at the design stage rather than post-go-live measurements.
Projected benefits as stated in the project documentation; to be confirmed with post-go-live data before publication.
60–70 %
Faster vendor onboarding (projected)
Self-service registration, OCR extraction and automated ERP sync.
Days → hours
Invoice submission cycle (projected)
Invoices raised against posted GRNs with automatic validation.
30 +
Legal entities in the initial scope
Across 5 business units, one consistent, auditable process replaces email and spreadsheets.
Multi-country
Scalable architecture
Separate Azure AD tenants per country on a shared Dataverse and F&O instance.
Tangible Benefits
- Real-time vendor visibility into PO status, GRNs and payment progress
- Fewer status enquiries to procurement and finance teams
- Automated trade-license expiry tracking and structured document management
- Approval-based governance that lowers compliance risk
Intangible Benefits
- Better vendor experience through a clean, self-service interface
- Lower administrative overhead from less manual entry and status chasing
- Consistent, auditable procurement processes across business units
- A reusable foundation for rollout to new countries
Project At a Glance
-
Industry
Diversified multi-sector group — procurement and vendor management focus
-
Region
Middle East and South Asia, with a multi-country rollout under way
-
Scale
~30,000 employees · 12,000+ active vendors · 11 business units · 150+ legal entities
-
Platform
Dynamics 365 F&O as system of record; Power Pages, Dataverse, Power Automate
-
Engagement
Dedicated project team, agile delivery in 2-week sprints
-
Duration
9 months
Want to modernize vendor management on Dynamics 365?
Explore a Dynamics 365 vendor portal built on Power Pages — self-service for vendors, control for your procurement and finance teams.
