Supplier Portal

Learn how to use the Precoro Supplier Portal to collaborate with your suppliers easily on requests for proposals, purchase orders, and invoices.

TABLE OF CONTENTS

• What is the Supplier Portal?
  • Key Features of the Supplier Portal
  • Navigation and Layout

• Data Synchronization Between Precoro and the Supplier Portal
• Purchase Orders in the Supplier Portal
• Invoices in the Supplier Portal
• Requests for Proposals in the Supplier Portal
• Custom Fields in the Supplier Portal
• Deactivating the Supplier Portal 

What is the Supplier Portal?

The Supplier Portal in Precoro is a platform where suppliers can view and respond to requests for proposals and purchase orders, submit invoices, and communicate with you about orders. It simplifies collaboration by keeping all order-related activities in one place.

Learn how to add your suppliers to the Supplier Portal in this article.

Key Features of the Supplier Portal

Supplier Portal allows vendors to:

1. Receive and manage POs: Access Purchase Orders and take necessary actions, such as downloading or invoicing.
2. Send invoices: Create and submit invoices for received orders directly within the portal.
3. Direct communication: Use the built-in communication tools to discuss orders or invoices.
4. Document Management: Upload and manage attachments to the related documents.
5. Participate in RFPs: Receive, respond to, and track Requests for Proposals in one place.

Navigation and Layout

The Supplier Portal dashboard is similar to Precoro users' accounts.

A left-side menu provides quick access to:

• Purchase Orders
• Invoices
• Requests for Proposals
• Configuration
  
  

Data Synchronization Between Precoro and the Supplier Portal

Precoro and the Supplier Portal have real-time synchronization, so data remains up-to-date across both systems. 

Below are the synchronization rules for active supplier portals:

• General updates: Any changes made by an active supplier on the portal are instantly synced to their Supplier Profile in Precoro.
• Currency updates: Can only be modified within the Supplier Profile in Precoro. These updates are synced to the portal but not vice versa.
• Email/Phone updates: Can only be modified within the Supplier Portal. If edited within the Supplier Profile in Precoro, the changes are not sent to the portal.

If the supplier is deactivated, you can change any field directly in Precoro. Upon reactivation, all adjustments will be synced back to the Supplier Portal.

Purchase Orders in the Supplier Portal

Once you submit a purchase order, it becomes accessible in the Supplier Portal. Suppliers can perform the following actions on the PO:

• Export the PO as a PDF or XLSX file
• Download and upload attachments
• Send comments regarding the PO directly to the buyer
• Create an Invoice based on the submitted PO

Invoices in the Supplier Portal

Suppliers can create Invoices based on submitted POs. Once created, all invoices go through the approval workflow process.

Suppliers can track the invoices through the following statuses:

• Matching/Pending:  Requires approval 
• Rejected/Canceled: Wasn’t accepted
• Draft: Requires action from the Supplier
• Approved: Accepted and ready for payment
• Partly Paid/Paid: Payment partly fulfilled or completed

They can also communicate with you directly via the Comment section and receive email notifications for any changes.

Additionally, suppliers can enter the Issue Date when creating an Invoice from a PO. If this field is not required, they can create Invoices without filling it out.

To configure this field as mandatory:

1. Go to Configuration → Basic Settings → Documents  Setup → Invoices.
2. Check the Required Issue Date checkbox. 
3. Press Save to apply the changes.

Requests for Proposals in the Supplier Portal

The Supplier Portal enables smooth handling of Requests for Proposals (RFPs), allowing suppliers to:

• Receive RFPs 
• Reject specific items or the entire Proposal

• Submit completed Proposals back to you
• Exchange Documents/Attachments

Custom Fields in the Supplier Portal

Suppliers can interact with Custom Fields added to the Portal. This feature improves data management and communication, here’s how: 

• Suppliers can view and fill in custom fields themselves for more accurate data collection.
• Both you and your suppliers can edit these fields for seamless information exchange.

For setup guidance, refer to the Supplier Custom Fields Functionality article.

Deactivating the Supplier Portal

You can also turn off the Supplier Portal for the specific vendor if needed:

1. Go to the Supplier Management module in the sidebar and open the Supplier Management page.
2. Click Edit next to Supplier in question.
3. Uncheck the Supplier Portal checkbox.
4. Click Confirm to record the changes.

When the Supplier Portal functionality is deactivated, the workflow changes as follows:

• All documents with the Draft status are deleted from the Portal.
• The Supplier Portal indicator will no longer appear in the supplier's profile on the Management page.
• You regain the ability to create Invoices directly from Purchase Orders (POs) via the PO management page and from the Invoice management page, using the Create from PO option.
  For detailed guidance, refer to How to Create and Track an Invoice article.
• POs marked as fully invoiced are removed from the Supplier Portal, preventing suppliers from creating additional Invoices for them.
• For partially invoiced POs, suppliers can still create Invoices, but only for the remaining item quantities.