Vendor portal

The vendor portal uses a vendor-specific access link. An internal authorized user creates access for the relevant vendor, selects allowed scopes and shares the valid link. Check its expiry and active state. Refresh or revoke access when contacts change; a refreshed link replaces the earlier token. The Vendor Portal & Rate Proposals feature must be available.

A supplier’s portal identity is separate from an internal User. The supplier sees their own vendor’s records under the granted scopes, not the company’s entire procurement register. If the link stops working, the supplier should request a current link from the company rather than using someone else’s internal account.

Available scopes cover viewing purchase orders, acknowledging purchase orders, viewing deliveries, updating allowed delivery details, uploading invoices and proposing rates. An invoice-upload scope also supports the relevant portal document area. The company can grant a subset, so two vendors may see different actions.

Open an order, check the quantities, items and expected date, and acknowledge it only if that action is offered and the details are understood. Use delivery updates to communicate permitted information; the internal receiving team still verifies quantities and posts the receipt to stock. Uploading an invoice does not create an approved or paid payment.

For a rate change, submit a proposal with the material, proposed rate and requested details. The internal procurement team reviews it. An approved proposal updates the stored vendor-material rate for later purchasing; it does not rewrite old purchase orders. See Rate Proposals and Purchasing and Deliveries.

Example: give a supplier order viewing and acknowledgement if that is all they need. Add delivery updates or invoice uploads for the person who actually handles those tasks. Check the invoice file against the order before submitting it.