Customer Guide to the Supplier Portal

The Supplier Portal 

The Supplier Portal is a Cloud-based portal solution with self-service capabilities and point and click interface, creating fluent process flows and communication between buying organizations and their suppliers. 

Buying organization users can submit POs, send specific PO communication, submit change requests, receive advanced shipping notices and invoices. 

Supplier users can confirm, reject, dispute, ship and invoice purchase orders for their Vroozi clients. Includes a repository for POs and invoices. 

Users should also see the Supplier’s Guide to the Supplier Portal for more specific details on workflows within the Portal 

The Supplier’s Portal Homepage 

1. 1. 1. Navigation Panel - Navigation categories allow users to quickly access documents by type. Profile may be updated via downward arrow next to username. 
      2. Universal Search Bar – Once selected, portal users can search across all transactional documents entering their own key words or select by preset search categories including but not limited to, ‘Buyer, Shipping Carrier and Created Date’. If a preset search category is selected, further search criteria tailored to that field will populate. 
      3. Document Count – Organized by category (Pending Invoices, Payments & Returns) a count of documents that have come in over the trailing 24 hours. Click the document card to view. 
      4. Tasks – Easy access to view or take action on all incoming documents (RFQ’s, PO’s, Invoices). 
      5. Activity – Allows a user to see the latest activity (status changes, notes and messages) on all open RFQ/PO/Invoice.
         
      6. Sales Trends – View trends by a specific time frame. 

Supplier Portal Configuration

Customize the look and feel of your Supplier Portal through the creation of your own vanity URL, branding, customized Terms & Conditions and specific supplier requirements and communication.

From the Master Administrator navigation panel select Supplier Portal → Settings. 

BRANDING & LOGO

1. 1. 1. Customize your login page URL. 
      2. Select the ‘Image Settings’ for your supplier invitation 
         • Login Page - background image 
           • Optimal resolution 300x250 (Format supported jpg, png, jpeg) 
         • Favicon - image displayed on browser tab 
           • Optimal resolution 225x225 (Format supported jpg, png, jpeg) 
         • Company Logo 
           • Optimal resolution 1920x1064 (Format supported jpg, png, jpeg) 

Finished result: 

SUPPLIER INVITATION MESSAGE

Customize your supplier invitation by editing or removing the provided template. 

Sample email invitation: 

SET GLOBAL ‘SUPPLIER PORTAL RULES’

• • • Select supplier communication requirements. Toggling on requires the supplier team member to provide a reason before rejection or dispute can be sent. 

Supplier Registration Screen Content update

• • • Set logo background color 
    • Click the eye icon to preview logo changes & supplier contact updates

Preview screen

1. 1. 1. Create or update Terms & Conditions
         
      2. Supplier Contact (optional) 
         • Include your internal support contact information. This will appear on the invitation login page. This information will not replace the Vroozi Support team information that appears at the bottom of the Supplier Portal screen.
           

Invite a Supplier to the Portal 

FROM THE PORTAL CONFIGURATIONS

1. 1. 1. Navigate to the Supplier Users view within Supplier Portal → Users. 
      2. Select ‘Invite a new user’ 
      3. Select the supplier
         
      4. Complete all details & select the user role (defined below) 
      5. Customize the Invitation email and select ‘Send Invite(s)’
         
      6. Supplier user’s record will now be listed in the Supplier Tab of their supplier record and under Supplier Portal → Users. 
         • Once a supplier user is invited, their user record is not editable. If edits are required, you must remove the user and create a new account. 

FROM THE SUPPLIER RECORD

Supplier Portal user creation and invitations can also be managed from the Supplier’s existing record in Master Data. 

Click ‘Send Invite to’ and enter the user’s contact information. Select the Role. (Shown on next page) 

‘SUPPLIER USER’ ROLES

Assign a specific role to each ‘Supplier User’ 

Administrator: The Administrator can create users, edit the company profile, add comments to and create all transactional documents. 

Order Processor: The Order Processor can reject and confirm POs, create invoices and ASNs and add comments to transactional documents. 

Content Manager: The Content Manager Role now allows the supplier user to manage their Vroozi Catalog content with a single sign on via the Portal. Content Managers can create and update catalogs on the buying organization’s behalf. Buying organization approval will still be required before changes go live. 

• • • The Content Manager Portal Navigation Panel will include a link to Vroozi Catalog opening an additional window or tab. 

Note: At Portal Go-Live Vroozi does not recommend using the Content Manager role 

Adding a Content Manager

Note: There are 2 steps required to set up the Content Manager role. The Supplier contact must be created as a Supplier Portal user in Vroozi Purchase and as a supplier user within the Supplier’s record in Vroozi Catalog. 

Steps: 

1. 1. In Vroozi Purchase via Supplier Portal User creation.
      
   2. In Vroozi Catalog via the Supplier’s record
      

User Management 

All Portal Users

Here you can manage access and permissions for ALL Portal Users across ALL Supplier Organizations. You can activate, deactivate and invite your supplier users from the ‘Supplier Users’ table. 

Supplier User Table

1. 1. 1. Search invitees 
      2. View invite details of existing invites 
      3. Remove a user 
      4. Activate, deactivate a selected user or ‘Invite a New User’ 

Manage Users from Individual Supplier

Within the ‘Supplier Portal’ tab of each supplier’s record, any existing portal users for that supplier are listed. Here they can be deleted, deactivated or activated. 

Supplier’s Portal Configuration 

SUPPLIER’S BUSINESS, CONTRACT AND INSURANCE INFO

The Purchasing organizations Admin can update all Business, Contract and Insurance information for each supplier record. This is done through Master Data -->Suppliers. 

Within the Supplier Portal, the Portal Admin can only update The Business Info. The Contract and Insurance Info appear read only for the Supplier Portal admin.

1. 1. 1. Output Method 
         • Once an invitation has been sent to the Supplier, Supplier Portal will appear as an Output Method option. The buying organization’s administrator must still select Supplier Portal as their preferred method. 
         • Once Supplier Portal is selected as the output method, 2 additional fields populate. 
           • Output Email: The email address should be confirmed with the Supplier.
           • Note: The domain listed for this email address is very important. All users added to the Portal must have a matching URL. 
             
         • Send Alert of PO creation to: This is different from the output email. The email address could be for specific user email addresses or a department etc. Use a comma after each address to add an additional one. 
      2. Advanced Shipping Notification (ASN) 
         • This feature is enabled once a Supplier is invited to the Portal. (shown above) Enablement allows the supplier to send an Advanced Shipping Notice through the Portal. Once sent from the Supplier, the ASN is emailed to the original employee or designated account. The buying organization can use the ASN to create a goods receipt if one is required 

AUTO-PROCESSING OF INCOMING SUPPLIER PORTAL INVOICES

Based on Administrator configurations, Auto processing can be applied to Supplier submitted invoices via the Vroozi Supplier Portal. Creation of Invoices will be auto created and processed by the system instantly after the invoice is received in Vroozi. 

There are three (3) settings available to the user (shown on next page) 

1. 1. 1. Create and Approve Invoices from Supplier Portal without exceptions.
      2. Applies to invoices that do not contain exceptions or errors 
         • ‘That only contains one or more Goods Receipt related exceptions’
      3. ‘That contain additional exceptions’ 
         • Applies to invoices that contain any other Tolerance related exceptions as defined by each organization. (Line Item Price, Line, Item Quantity, Subtotal, etc.). 
           
         • Processing configurations are enabled in Accounts Payable >Settings >Preferences >Automatic Creation and Processing of Invoices 

Supplier Portal End to End Workflow 

Buying Organization -> Submits Purchase Order to Supplier for fulfillment. Supplier -> Receives email notification of the PO. 

The Repository of all POs including those in ‘Ready’ status retrieved under ‘Track Purchase Orders’ 

In the Portal, the Supplier user can take 3 actions against a PO: 

1. 1. 1. Confirm PO 
         1. Supplier Users may Confirm all or individual line items in a PO. 
         2. POs with ‘Partially Confirmed’ status will convert to ‘Confirmed’ once all line items in a PO have been confirmed. (shown in next workflow) 
      2. Dispute the PO 
         1. Like confirmations, Supplier Users may Dispute all or individual line items in a PO. A PO with 1 or more dispute items will have a ‘Partially Disputed’ status until another action has been taken. 
      3. Create an ASN against the PO 

CONFIRMED PO

Buying Organization -> Employee receives email notification that their PO has been confirmed. Click ‘View Purchase Order’ to view acceptance details. 

The Employee may view the status of all POs from the PO Status view. As shown below actions taken by suppliers will result in status changes; ‘Confirmed’, ‘Partially Confirmed’, ‘Disputed’, ‘Partially Disputed’ and ‘Shipped’. 

DISPUTED PO

Buying Organization -> The Requester/Buyer who submitted the PO will receive an email notification that their PO has been ‘Partially Disputed’ or ‘Disputed’ by a Supplier user. 

From the email, click ‘View Purchase Order’ to view disputed items and details in the PO. 

Selecting options from the blue horizontal ellipses, theRequester/Buyer may choose to cancel the PO or create a Purchase Order Change Request. Per POCR settings defined by the buying organization administrator POCR actions such as deleting the item or adding a replacement item may be enabled. 

If ‘Cancel Purchase Order’ is selected, users will be prompted to confirm cancellation. 

If ‘Change Order’ is selected, the employee will have the ability to change the quantity or line item details. See POCR portion of the guide. 

ADVANCED SHIPPING NOTICE (ASN)

Supplier -> From the PO the Supplier user generates a Shipping Notice against a Purchase Order. The shipping notice may include all or a portion of the PO. 

Buying Organization ->Upon Shipping Notice submission, the Requester/Buyer receives email notification of the ASN. 

1. 1. 1. The email notification will include the 
      2. Date of Shipment
         
      3. Quantity of items shipped 
      4. Anticipated delivery date, 
      5. PO number 
      6. Carrier details 

Requester/Buyer may create a Goods Receipt for the Purchase Order through the ASN by selecting the ellipsis button. (shown next page) Goods Receipt may also be created from the PO details or PO Status views. 

INVOICE

The Supplier Portal allows the supplier user to generate Invoices. 

Supplier -> Supplier generates an Invoice directly through a Confirmed Purchase Order or the associated Advance Shipping Notices. (Flip to Invoice) 

The line item details and payment terms will carry over from the PO. The following Invoice fields must be completed by the supplier: 

• • • Invoice # 
    • Invoice Date 

*Payment Due date will be calculated based on Payment terms.

• • • Invoices status classifications are Draft, Pending, Paid, Partially Paid, or Rejected. 
    • Non-PO based invoices can also be created via the ‘Create Invoice’ category in the user’s navigation panel. The invoice appearance will be the same as a PO based invoice generated from the Supplier Portal. 

Buying Organization -> Invoice is sent to the designated Vroozi Hopper where it can be accessed by applicable AP employees. 

• • • The Subject will identify Supplier Portal as the Invoice Source. (shown below) 

Based on auto-approval rules configured at the administrative level Portal Invoices within defined tolerances may bypass the inbox and automatically post. 

Invoice Notifications 

Accounts Payable Managers will receive notifications for invoices submitted via the Supplier Portal by a Supplier user. The notification will appear in blue in the bottom left corner of the platform screen. 

PURCHASE ORDER CHANGE REQUESTS (POCR) IN THE PORTAL

Changes made to Purchase Orders at the PO level are received by Suppliers in the Portal. 

Supplier -> Purchase Orders with changes will be sent to the ‘Tasks’ field of the Supplier Portal dashboard. Their status will change back to ‘Ready’.. Once opened, the Purchase Order will display the version number, change message with affected line items highlighted. 

(See Supplier’s Guide for specifics) 

Suppliers will be asked to confirm/dispute the changes and complete the relevant workflow details. 

Buying Organization -> Requesters/Buyers will receive an email notification when a submitted POCR has been approved (Confirmed) or if the updated items have been disputed by the supplier, 

PUSH NOTIFICATIONS

Vroozi Purchase users who are logged in at the time a change is made to a document they are linked to will receive push notifications with the document number and change. Notifications will appear in the bottom left corner of the screen. (as shown below) Users may click the notification to open the affected document.