Vendor Registration

Purpose

The Vendor Registration feature allows suppliers to create their own accounts through the Vendor Portal. After registration, vendor accounts must be reviewed and approved by an administrator before they can access the Vendor Portal and participate in purchasing activities.

Organizations can also extend the registration form by creating custom fields specifically for vendor records.

Enable Vendor Registration

Before vendors can register, the registration feature must be enabled.

Step 1

Log in to the Admin Portal.

Step 2

Navigate to Purchase → Settings.

Step 3

Select Purchase Options.

Step 4

Enable Allow Vendors to Register.

Step 5

Click Save.

The Vendor Portal registration feature is now available.

Configure Additional Registration Fields

Organizations can collect additional information during vendor registration by creating custom fields.

Step 1

Navigate to:

Setup → Custom Fields

Step 2

Create a new custom field.

Step 3

Select:

Field Belongs To = Vendors

Step 4

Save the custom field.

The new field will appear on the Vendor Registration form.

Vendor Self-Registration

Register

To create a vendor account:

Step 1

Open the Vendor Portal:

{your-domain}/purchase/authentication_vendor

Step 2

Click Register.

Step 3

Complete the registration form.

Step 4

Review and accept:

I Agree to the Terms & Conditions

Step 5

Click Register.

The registration request is submitted for administrator review.

Registration Status

After submitting the registration form:

• The account remains pending approval.

• The vendor cannot access the Vendor Portal until the account is approved.

• The administrator must review and approve the registration request.

Approve Vendor Registration

Approve from Vendor List

Step 1

Navigate to:

Purchase → Vendors

Step 2

Locate the vendor registration request.

Step 3

Click Confirm Registration.

The vendor account is approved and activated.

Approve from Vendor Details

Step 1

Navigate to:

Purchase → Vendors

Step 2

Open the vendor record.

Step 3

Review the registration information.

Step 4

Click Confirm Registration.

The account becomes active immediately.

Registration Approval Workflow

Pending Registration

• Vendor submits a registration request.

• Account remains inactive.

• Awaiting administrator review.

Approved Registration

• Administrator confirms the registration request.

• Vendor account becomes active.

• Vendor receives an activation confirmation email.

• Vendor can log in to the Vendor Portal.

Rejected Registration

• Registration remains inactive until approved.

• Vendor access is not granted.

Email Notifications

Registration Submitted

The system records the registration request and awaits approval.

Registration Approved

After approval:

• The vendor automatically receives an account activation email.

• The vendor can log in using the registered credentials.

Synchronization

Vendor Registration data is synchronized with:

• Vendors

• Vendor Contacts

• Vendor Categories

• Custom Fields

• Vendor Portal

• Notifications

• Email Templates

• Activity Logs

Permissions

Important Notes

• Vendor self-registration must be enabled in Purchase Options before vendors can register.

• Registration requests require administrator approval before portal access is granted.

• Custom fields assigned to Vendors automatically appear on the registration form.

• Vendors must accept the Terms & Conditions before submitting the registration form.

• Activation emails are automatically sent after successful approval.

• Vendor accounts remain inactive until confirmed by an authorized administrator.

• Approved vendors can access the Vendor Portal using their registered credentials.