Vendor Portal Guide
Use the Vendor Portal to support supplier onboarding, RFQ participation, quotation submission, PO acknowledgement, shipment updates, permissions, and notifications.
The Vendor Portal gives suppliers a controlled way to respond to buyer requests without exposing internal organization records. Vendors usually see only the RFQs, quotations, POs, and shipment tasks assigned to their supplier account.
Supplier Onboarding
- Buyer creates or confirms the vendor record with company name, contact person, email, phone, tax details, and category.
- Buyer invites the vendor contact or shares the approved access path.
- Vendor confirms login, company details, contact details, and notification email.
- Buyer confirms which RFQs, POs, or supplier records the vendor user should see.
- Vendor reports missing access to the buyer organization first.
Vendor Workflows
| Workflow | Vendor Action | Buyer Checks |
|---|---|---|
| RFQ participation | Open RFQ, review item requirements, deadline, delivery location, and attachments. | Vendor was invited, deadline is clear, requirements are complete. |
| Quotation submission | Enter price, tax, delivery fee, availability, lead time, terms, and notes. | Quotation has required fields, documents, and valid date. |
| PO acknowledgement | Confirm receipt of order and ability to supply. | PO matches selected quotation or explained change. |
| Shipment updates | Provide delivery note, tracking, partial shipment, delay, or exception details. | Receiving team can identify expected goods and quantities. |
| Notifications | Respond to RFQ, PO, message, or update alerts. | Vendor email and contact status are correct. |
Vendor Permissions
Vendor users should only access supplier-facing records connected to their vendor account. If they cannot see an RFQ or PO, check the vendor invitation, email address, vendor record, RFQ deadline, and whether the buyer assigned that supplier to the request.
Common Vendor Issues
- RFQ invitation was sent to the wrong vendor contact.
- Vendor cannot submit because the deadline has passed or required fields are missing.
- Quotation lacks tax, delivery fee, validity date, lead time, or required attachment.
- PO acknowledgement is delayed because supplier contact details are outdated.
- Vendor expects to see internal buyer records that are not part of vendor access.
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