Vendor Portal Contracts, Purchase Invoices and Order Returns
Contracts
Purpose
The Contracts menu allows vendors to view contracts created by the Admin Portal, electronically sign contracts, and communicate with buyers regarding contract-related matters.
View Contract
Step 1
Navigate to:
Vendor Portal → Contracts
Step 2
Select a contract to view its details.
The Contract Details screen displays:
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Contract Information
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Signature Status
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Discussions
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Attachments
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Activity History
Sign Contract
Step 1
Open the Contract Details page.
Step 2
Click Sign.
Step 3
Draw your signature in the signature area.
Step 4
Click Sign.
Result
The signature is saved and the contract status is updated accordingly.
Discussions
The Discuss tab allows vendors and buyers to communicate regarding contract terms and requirements.
Workflow Rules
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Vendors can post comments.
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Buyers can post comments.
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Both parties can view all discussion messages.
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Notifications are sent whenever a new comment is added.
Purchase Invoices
Purpose
The Purchase Invoices menu allows vendors to create and manage Purchase Invoices related to Purchase Orders or Contracts.
Create Purchase Invoice
Step 1
Navigate to:
Vendor Portal → Invoices
Step 2
Click Add New.
Step 3
Complete the required information:
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Select the Vendor.
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Select one of the following sources:
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Purchase Order
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Contract
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Enter the required invoice information.
Step 4
Click Save.
The Purchase Invoice is created successfully.
Workflow Rules
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Purchase Invoices can be created from Purchase Orders.
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Purchase Invoices can be created from Contracts.
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Invoice information becomes available to the Admin Portal after creation.
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Purchase Invoice records are synchronized with purchasing and accounting processes.
Order Returns
Purpose
The Order Returns menu allows vendors to review and respond to return requests submitted by the organization.
View Order Return
Step 1
Navigate to:
Vendor Portal → Order Returns
Step 2
Select the Order Return to view its details.
The Order Return Details screen displays:
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Purchase Order Information
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Returned Items
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Return Quantities
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Return Fee
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Return Status
Confirm Order Return
Step 1
Open the Order Return.
Step 2
Click Confirm.
Result
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Order Return status changes to Confirmed.
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The organization can proceed with refund processing and inventory return procedures.
Reject Order Return
Step 1
Open the Order Return.
Step 2
Click Reject.
Result
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Order Return status changes to Canceled.
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Refund creation is not allowed.
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The return process is terminated.
Synchronization
Vendor Portal data is synchronized with:
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Contracts
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Purchase Orders
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Purchase Invoices
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Order Returns
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Vendors
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Discussions
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Notifications
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Accounting
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Purchasing Records
Permissions
| Permission | Description |
|---|---|
| View Contracts | Allows vendors to view contracts. |
| Sign Contracts | Allows vendors to electronically sign contracts. |
| Participate in Discussions | Allows vendors to communicate with buyers. |
| Create Purchase Invoices | Allows vendors to create invoices. |
| View Order Returns | Allows vendors to review return requests. |
| Confirm Order Returns | Allows vendors to approve return requests. |
| Reject Order Returns | Allows vendors to reject return requests. |
Important Notes
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Contracts are created by the Admin Portal and automatically appear in the Vendor Portal.
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Vendors can electronically sign contracts directly from the Contract Details page.
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Contract discussions are shared between vendors and buyers.
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Purchase Invoices can be generated from Purchase Orders or Contracts.
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Order Returns require vendor confirmation before refund processing can begin.
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Rejecting an Order Return automatically changes its status to Canceled.
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Vendor actions are synchronized with the Admin Portal in real time.