Complete guide to the Supplier role in Assignar Pay - designed for external suppliers, vendors, and service providers accessing the supplier portal.
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
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.
