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Supplier Portal

The Supplier Portal gives your vendors and service providers direct access to interact with your procurement process. Suppliers can log in to submit and update quotations, view purchase orders assigned to them, and keep their profile information current -- all without requiring your team to act as an intermediary.

Overviewโ€‹

The Supplier Portal is a self-service interface for your suppliers. It streamlines communication and reduces back-and-forth emails by giving suppliers a dedicated space to manage their side of the procurement relationship.

Key capabilities of the Supplier Portal:

  • Submit Quotations -- Respond to RFQs directly through the portal.
  • Update Existing Quotes -- Revise pricing, delivery terms, or validity before a decision is made.
  • View Purchase Orders -- See all POs assigned to them, including status and details.
  • Update Profile Information -- Keep contact details, payment terms, and delivery preferences current.

Enabling the Supplier Portalโ€‹

To activate the Supplier Portal:

  1. Navigate to Settings โ†’ Purchase Management in the CRM.
  2. Locate the Supplier Portal settings section.
  3. Toggle the portal to Enabled.
  4. Configure portal access settings such as the portal URL and notification preferences.
  5. Save the configuration.
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After enabling the portal, consider sending an introductory email to your suppliers with their login credentials and a brief guide on how to use the portal.

Inviting Suppliersโ€‹

Once the portal is enabled, you can invite suppliers to access it:

  1. Go to the Suppliers section in the Purchase Management module.
  2. Open the supplier profile you want to invite.
  3. Click Invite to Portal or Send Portal Access.
  4. The supplier will receive an email with their login credentials and a link to the portal.
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Each supplier receives unique credentials tied to their supplier profile. They will only see data relevant to their own quotations and purchase orders.

Supplier Portal Featuresโ€‹

Submitting Quotationsโ€‹

When your team sends an RFQ, the supplier receives a notification and can respond directly through the portal:

  1. The supplier logs in to the portal.
  2. They navigate to the Quotations or RFQs section.
  3. They see pending RFQs with item details, quantities, and any special requirements.
  4. They fill in their pricing, delivery terms, and quote validity period.
  5. They submit the quotation.

The submitted quotation is immediately visible to your procurement team within the CRM.

Updating Quotationsโ€‹

If a supplier needs to revise their quote before a decision is made:

  1. They open the relevant quotation in the portal.
  2. Click Revise or Update.
  3. Modify pricing, delivery terms, or other details.
  4. Submit the updated quotation.
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Suppliers can only update quotations that have not yet been accepted or converted into a purchase order. Once a quote is accepted, it becomes locked.

Viewing Purchase Ordersโ€‹

Suppliers can view all purchase orders assigned to them:

  • Order Details -- Items, quantities, agreed pricing, and delivery terms.
  • PO Status -- Current status of each purchase order (Pending, Sent, Accepted, Delivered, Cancelled).
  • Order History -- A chronological list of all past purchase orders for reference.

Updating Profile Informationโ€‹

Suppliers can keep their profile current by updating:

  • Contact person name and email.
  • Phone number and address.
  • Payment terms and preferred payment methods.
  • Delivery preferences and lead times.

This ensures your procurement team always has accurate vendor information without needing to request updates manually.

Access Control and Securityโ€‹

The Supplier Portal includes several security measures:

  • Isolated Access -- Each supplier can only view their own quotations, purchase orders, and profile data.
  • Role-Based Visibility -- CRM administrators control which data points are visible in the portal.
  • Session Management -- Portal sessions expire after a configurable period of inactivity.
  • Password Management -- Suppliers can reset their passwords through a secure self-service process.
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CRM administrators can revoke a supplier's portal access at any time by navigating to the supplier profile and disabling their portal credentials.

Best Practicesโ€‹

  • Keep supplier profiles complete -- Encourage suppliers to fill in all profile fields for smooth order processing.
  • Monitor portal activity -- Review supplier logins and quote submissions regularly to ensure timely responses.
  • Set clear deadlines -- When sending RFQs, include response deadlines so suppliers know when their quotes are expected.
  • Use notifications -- Enable email notifications to alert both your team and suppliers when key actions occur (new RFQ, quote submitted, PO issued).
Support

For help configuring the Supplier Portal, visit the Themesic Support Ticketing Area.