Vendor Portal
Dashboard
Purpose
The Dashboard provides vendors with an overview of purchasing activities and transaction statistics.
Information Displayed
The Dashboard displays statistics related to:
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Contracts
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Purchase Orders
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Quotations
The information is presented in summary cards and charts for quick access to procurement activity.
Items
Purpose
The Items menu allows vendors to manage products and services available for purchasing transactions.
Items can be maintained privately or shared with the Admin Portal.
Item Types
Private Items
Items visible only to the vendor.
These items are displayed under the Private Items tab and are not shared with the Admin Portal.
Public Items
Items shared with the Admin Portal or assigned by administrators.
These items are displayed under the Public Items tab.
Create Item
Step 1
Navigate to:
Vendor Portal → Items
Step 2
Click Add New.
Step 3
Enter the required item information.
Step 4
Click Save.
The item is created successfully.
Edit Item
Step 1
Select the item.
Step 2
Click Edit.
Step 3
Update the required information.
Step 4
Click Save.
The item is updated successfully.
Delete Item
Step 1
Select the item.
Step 2
Click Delete.
Step 3
Confirm the deletion.
The item is removed from the Vendor Portal.
Workflow Rules
If the item has already been shared with the Admin Portal:
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The item is deleted only from the Vendor Portal.
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The item remains available in the Admin Portal.
View Item
Step 1
Select the item.
Step 2
Click View.
The item details are displayed.
Share Item to Admin
Step 1
Select the item.
Step 2
Click Share.
Result
The item becomes available in:
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Public Items tab of the Vendor Portal
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Items menu in the Admin Portal
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Vendor-Items menu in the Admin Portal
Purchase Requests
Purpose
The Purchase Requests menu displays Purchase Requests that have been shared by the organization.
View Purchase Request
Vendors can:
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View shared Purchase Requests
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Download attachments
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Upload attachments
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Convert Purchase Requests into Quotations
Attachment Management
Vendors can upload files related to a Purchase Request.
The organization can view files uploaded by vendors.
File Deletion Rules
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Vendors can delete only files uploaded by themselves.
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Vendors cannot delete files uploaded by the organization.
Shared Purchase Request Visibility
If a Purchase Request is shared with multiple vendors:
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Vendors can view each other's attachments.
Quotations
Purpose
The Quotations menu allows vendors to submit quotations in response to Purchase Requests or directly from available items.
Create Quotation
Step 1
Navigate to:
Vendor Portal → Quotations
Step 2
Click Add New.
Step 3
Select:
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Purchase Request
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Available Items
Step 4
Complete the required quotation information.
Step 5
Click Save.
Result
The quotation is created successfully.
The assigned administrator responsible for the vendor receives a notification.
Workflow Rules
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Quotations can be created from shared Purchase Requests.
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Quotations can be created directly from vendor items.
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Notifications are automatically sent to the assigned vendor administrator.
Purchase Orders
Purpose
The Purchase Orders menu allows vendors to review, confirm, and communicate regarding Purchase Orders.
View Purchase Order
Vendors can:
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View Purchase Order details
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Upload attachments
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Download attachments
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Participate in discussions
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Confirm Purchase Orders
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Update delivery dates
Confirm Purchase Order
Step 1
Open the Purchase Order.
Step 2
Enable the confirmation checkbox.
Result
The vendor confirms:
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Acceptance of the Purchase Order
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Acceptance of the terms and conditions
The Purchase Order status is updated accordingly.
Update Delivery Date
Step 1
Open the Purchase Order.
Step 2
Enter or update the delivery date.
Step 3
Save the changes.
The updated delivery information becomes available to the purchasing team.
Discussions
Vendors can communicate with buyers through the Discuss tab.
Workflow Rules
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Messages are visible to both parties.
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Notifications are sent whenever a new message is posted.
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Discussion history remains attached to the Purchase Order.
Attachments
Vendors can upload files related to Purchase Orders.
Workflow Rules
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Buyers can view vendor attachments.
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Vendors can view buyer attachments.
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All uploaded files remain associated with the Purchase Order.
Synchronization
Vendor Portal data is synchronized with:
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Vendors
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Vendor Contacts
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Items
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Purchase Requests
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Quotations
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Purchase Orders
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Contracts
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Attachments
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Discussions
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Notifications
Permissions
| Permission | Description |
|---|---|
| View Dashboard | Allows vendors to view dashboard statistics. |
| Manage Items | Allows vendors to create, edit, delete, and share items. |
| View Purchase Requests | Allows vendors to access shared Purchase Requests. |
| Create Quotations | Allows vendors to submit quotations. |
| View Purchase Orders | Allows vendors to review Purchase Orders. |
| Confirm Purchase Orders | Allows vendors to accept Purchase Orders. |
| Manage Attachments | Allows vendors to upload and manage files. |
| Participate in Discussions | Allows vendors to communicate with buyers. |
Important Notes
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Private Items are visible only to the vendor.
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Public Items are shared with or assigned by the Admin Portal.
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Shared items automatically appear in the Admin Portal.
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Vendors can convert shared Purchase Requests into Quotations.
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Assigned vendor administrators receive notifications when quotations are submitted.
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Purchase Order confirmation indicates acceptance of purchasing terms and conditions.
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Vendors can update delivery dates directly from the Vendor Portal.
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Vendors and buyers can collaborate using attachments and discussions throughout the purchasing process.