Supplier Role Guide

The Supplier role is designed for external suppliers, vendors, contractors, and service providers who need secure access to view purchase orders and submit invoices through the supplier portal. This role provides controlled access to procurement-related information without exposing internal business data.

What is the Supplier Role?

The Supplier role is an external-facing role that allows vendors and service providers to:

• Access a secure supplier portal
• View purchase orders issued specifically to their company
• Submit invoices against approved purchase orders
• Upload supporting documents and delivery receipts
• Track invoice status and communication history

Key Characteristics

🔒 Security-First Design

• Isolated Access: Suppliers can only see purchase orders issued to them
• No Internal Data: Cannot access team information, other suppliers, or internal business data
• Controlled Permissions: Limited to essential procurement-related functions only
• Audit Trail: All actions are logged for compliance and security

🌐 External Portal Access

• Dedicated Interface: Access through a simplified, supplier-focused portal
• Role-Based Navigation: Interface adapted specifically for supplier workflows
• Secure Authentication: Standard login security with optional multi-factor authentication
• Mobile Friendly: Responsive design for accessing from any device

What Suppliers Can Do

📋 Purchase Order Management

• View Purchase Orders: See all purchase orders issued to their company
• Order Details: Access complete order information including:
  • Line items and quantities
  • Delivery dates and requirements
  • Pricing and payment terms
  • Project information (if relevant)
  • Special instructions and notes

🧾 Invoice Submission

• Create Invoices: Submit invoices against approved purchase orders
• Line Item Matching: Match invoice lines to purchase order items
• Supporting Documents: Upload invoices, delivery receipts, and certificates
• Status Tracking: Monitor invoice approval status and payment progress

📁 Document Management

• Upload Documents: Attach supporting files to orders and invoices
• View Shared Documents: Access documents shared by the customer
• Document Types: Support for PDFs, images, and common document formats
• File Organization: Documents organized by purchase order and invoice

💬 Communication & History

• Activity Timeline: View complete history of order and invoice activities
• Status Updates: Receive notifications about order and invoice status changes
• Communication Log: Track all interactions with the customer
• Feedback Access: View approval/rejection reasons and feedback

What Suppliers Cannot Do

❌ Internal Business Access

• Cannot view other suppliers or their orders
• Cannot access team member information
• Cannot see internal business data or reports
• Cannot view other customers' information

❌ System Administration

• Cannot invite other users or manage accounts
• Cannot modify system settings or configurations
• Cannot access billing or subscription information
• Cannot delete or modify purchase orders

❌ Broader Financial Access

• Cannot view customer invoices or financial reports
• Cannot access payroll or timesheet information
• Cannot see project financial data beyond their orders

Getting Started as a Supplier

1. Receiving Access

Suppliers receive access when a customer:

• Creates a supplier record in their system
• Invites the supplier user to access the portal
• Grants permission to view specific purchase orders

2. First Login

1. Receive Invitation: Get an email invitation with login instructions
2. Create Account: Set up your supplier portal account
3. Secure Password: Choose a strong password for security
4. Explore Interface: Familiarize yourself with the supplier portal layout

3. Daily Workflow

1. Check Orders: Log in regularly to check for new purchase orders
2. Fulfill Orders: Use the order information to fulfill customer requirements
3. Submit Invoices: Create and submit invoices for completed work
4. Track Status: Monitor invoice approval and payment status

Best Practices for Suppliers

📋 Order Management

• Review Orders Promptly: Check new orders as soon as they're received
• Confirm Details: Verify all order details before beginning work
• Note Requirements: Pay attention to delivery dates and special instructions
• Communicate Issues: Contact the customer immediately if there are problems

🧾 Invoice Best Practices

• Accurate Information: Ensure invoice details match the purchase order
• Complete Documentation: Include all required supporting documents
• Timely Submission: Submit invoices promptly after order completion
• Clear Descriptions: Use clear, detailed descriptions for all line items

📁 Document Management

• Quality Documents: Upload clear, readable documents
• Proper Naming: Use descriptive file names for easy identification
• Complete Records: Include all required certificates and receipts
• Organized Storage: Keep documents organized by order and date

🔐 Security Practices

• Strong Passwords: Use secure passwords and change them regularly
• Secure Access: Log out when finished and don't share login credentials
• Regular Updates: Keep contact information current
• Report Issues: Contact customer support for any security concerns

Common Supplier Scenarios

🏗️ Construction Materials Supplier

Typical Use: Supplying materials like concrete, steel, or lumber

• Receive purchase orders for specific quantities and grades
• Upload material certificates and compliance documentation
• Submit invoices with delivery receipts and quality certifications
• Track payment status for multiple concurrent orders

🔧 Service Provider

Typical Use: Providing services like electrical, plumbing, or HVAC work

• View work orders with detailed scope and requirements
• Upload progress photos and completion certificates
• Submit invoices based on completed work phases
• Communicate with project managers about work progress

🚛 Equipment Rental Company

Typical Use: Providing equipment rental services

• Receive rental orders with specific equipment and duration requirements
• Track rental periods and return dates
• Submit invoices for rental periods and additional services
• Upload equipment inspection reports and maintenance records

Troubleshooting Common Issues

🔑 Login Problems

If you can't access the supplier portal:

• Verify you're using the correct email address from the invitation
• Check that your password is entered correctly
• Clear browser cache and cookies
• Contact the customer who invited you for assistance

📋 Order Visibility Issues

If you can't see expected purchase orders:

• Confirm the order status is "Approved" (draft orders aren't visible)
• Verify your supplier access hasn't been revoked
• Check that the order was issued to your company specifically
• Contact the customer to confirm the order was properly assigned

🧾 Invoice Submission Problems

If you're having trouble submitting invoices:

• Ensure all required fields are completed
• Verify invoice amounts don't exceed order quantities
• Check that supporting documents are properly uploaded
• Review any error messages for specific requirements

📁 Document Upload Issues

If documents won't upload:

• Check file size is under the maximum limit (typically 5MB)
• Verify file format is supported (PDF, JPG, PNG, DOC, DOCX)
• Try uploading one document at a time
• Ensure stable internet connection for large files

Getting Help

📞 Customer Support

For technical issues with the supplier portal:

• Contact the customer's system administrator
• Reference specific error messages when reporting problems
• Provide your supplier company name and user email
• Include screenshots if helpful for troubleshooting

📚 Additional Resources

• Review the customer's supplier onboarding materials
• Check for supplier-specific documentation provided by the customer
• Ask about training sessions or webinars for new suppliers
• Request access to supplier best practices guides

Security and Compliance

🛡️ Data Protection

• Limited Access: You can only see data specifically shared with your company
• Secure Transmission: All data is encrypted during transmission and storage
• Access Logging: All activities are logged for security and audit purposes
• Privacy Protection: Customer's internal business data remains private

📊 Audit Compliance

• Activity Records: Complete audit trail of all supplier activities
• Document Retention: Documents and communications are retained per compliance requirements
• Access Controls: Regular review and validation of supplier access permissions
• Security Monitoring: Continuous monitoring for unusual or unauthorized activity

The Supplier role enables efficient, secure collaboration between businesses and their external suppliers while maintaining proper security boundaries and audit trails. This role supports modern procurement workflows while protecting sensitive business information.