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Vendor portal — User Guide

Vendor portal — User Guide

Module: Purchase
Audience: Vendor contacts (suppliers), procurement administrators
Version: 1.0.0
Last updated: 2026-07-22

Overview

The vendor portal is the supplier-facing website where your company's vendors log in to collaborate on procurement. They can update their profile, upload compliance documents, respond to purchase requests (RFQs), submit quotations, view and confirm purchase orders, sign contracts, submit invoices, manage their product catalog, and track return orders.

Administrators manage vendor master data and portal access from Purchase → Vendor (see Vendors). The portal itself is reached at your site URL under Purchase → Vendor portal links (login, register) — typically /purchase/authentication_vendor/login.

Prerequisites

Role What you need
Vendor contact Active contact record with email and password; vendor company confirmed by your administrator
Self-registration Allow vendors to register enabled in Purchase settings; administrator must confirm new sign-ups before login works
Full portal features All required documents uploaded (when your organization configures a checklist)

Step-by-step: Log in

  1. Open the vendor portal login page (link from your administrator or Purchase → Vendor toolbar).
  2. Enter your contact email and password.
  3. Click Login.

If registration is enabled, new suppliers can use Register to create an account (pending approval).

Forgot password: Use the forgot-password link on the login page; follow the email instructions, then return to the vendor login page.

Expected result: You land on the vendor home dashboard with a summary of orders and profile status.

Step-by-step: Complete your profile and documents

The home page shows profile completeness and any missing required documents.

  1. Open Attachments (from the alert link or onboarding panel).
  2. Upload each document in the Required documents checklist.
  3. Optionally upload additional files in the general attachments area.
  4. Go to Profile to update your name, email, or password.
  5. If you are the primary contact, open Company to update company details, address, and bank information.

Add bank accounts from the bank accounts page (linked from profile completeness or company area).

Expected result: Compliance warnings disappear; quotations, purchase orders, invoices, and contract signing become available.

Portal navigation (main menu)

When logged in, the top menu includes:

Menu item Purpose
Items Your vendor product catalog
Purchase request RFQs your company is invited to
Quotations Quotations you have submitted
Purchase order Purchase orders issued to you
Contracts Contracts assigned to you
Invoices Purchase invoices you submitted or received
Return orders Return orders linked to your company

Additional pages (profile, attachments, payments, language) are linked from the home dashboard or account areas.

Step-by-step: Respond to a purchase request (RFQ)

  1. Go to Purchase request.
  2. Open an active request from the list (or use a link emailed to you with a secure hash).
  3. Click to create a quotation (or equivalent action) for that request.
  4. Complete line items, pricing, taxes, and terms.
  5. Save and submit the quotation.

Note: You cannot quote on requests that are closed or past the RFQ deadline.

Step-by-step: Manage quotations

  1. Go to Quotations.
  2. Create a new quotation or open an existing one to edit (while still allowed).
  3. Attach supporting files on the quotation detail page if needed.
  4. View submitted quotations in read-only mode when editing is no longer available.

Step-by-step: Work with purchase orders

  1. Go to Purchase order.
  2. Open an order from the list or from the home dashboard table.
  3. On the order detail page you can typically:
    • Confirm the order
    • Set or update delivery date and delivery status
    • Upload attachments (for example proof of dispatch)
    • Participate in discussion comments

Guests without a login can open a purchase order only when given a secure link containing the correct document hash.

Step-by-step: Sign a contract

  1. Go to Contracts.
  2. Open the contract to review terms.
  3. When ready, use the sign action (signature pad) on the contract page.

All required documents must be uploaded before signing.

Step-by-step: Submit a purchase invoice

  1. Go to Invoices.
  2. Click to add a new invoice.
  3. Link an approved purchase order or contract if applicable.
  4. Enter line items, taxes, and attachments.
  5. Save.

Edit or delete drafts from the invoice list while your process allows.

Step-by-step: Manage your item catalog

  1. Go to Items.
  2. Add products your company supplies (description, unit, price, images).
  3. Open an item to view details or share it to the buyer's master item list when that option is available.
  4. Edit or delete items you own.

Step-by-step: View return orders

  1. Go to Return orders.
  2. Open a return to see lines, status, and details.
  3. Update status when your process requires vendor acknowledgement (if shown).

Administrator: Enable and operate the portal

Task Where
Allow self-registration Purchase → Setting → Purchase options → Allow vendors to register
Set portal terms text Purchase → Setting → PO / numbering → Terms and conditions
Define required documents Purchase → Setting → Vendor required docs
Confirm new vendors Purchase → Vendor → Confirm registration on pending rows
Create portal contacts Vendor profile → Contacts tab
Send PR/PO links From purchase request or PO preview (hash links for guests)

Common issues

Symptom Likely cause What to do
Cannot log in after registering Awaiting administrator confirmation Wait for confirm email or contact buyer
"Inactive" login message Vendor or contact deactivated Contact your buyer's administrator
Redirected to attachments Required documents missing Upload all checklist documents
Cannot create quotation RFQ closed or deadline passed Contact buyer to reopen or extend
Cannot see a purchase order Not issued to your vendor account Verify correct login email
Company form read-only You are not the primary contact Ask primary contact to update or request admin change
Forgot-password link goes to wrong login Known redirect to staff login on some builds Navigate manually to vendor login URL
Guest link shows 404 Expired or incorrect hash Request a new link from buyer

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