Use the Precoro connection platform for Suppliers called the Supplier Portal.
Supplier Portal is a tool for suppliers that helps organize Purchase Orders, Requests for Proposals, and send Invoices to clients via Precoro.
To find out how to connect your Suppliers to the Supplier Portal, please refer to this article.
Precoro Supplier Portal includes the following activity options:
- Receiving POs from customers
- Sending Invoices for received Orders
- Direct communication with customers
- Document attachments
- Participation in the RFP processes.
TABLE OF CONTENTS
The Supplier Portal profile and dashboards are similar to Precoro clients' accounts. In addition, the left side menu contains access icons to Purchase Orders, Invoices, Request for Proposals, and Supplier Settings.
The Supplier Portal looks like this:
Data Synchronization Between Precoro and the Supplier Portal
The data in both systems is updated in real time, keeping you and your Portal Suppliers up to date.
Active Portal Suppliers
Any changes an active Portal Supplier makes on the portal side will be instantly synced with the Supplier Profile in Precoro.
However, different rules apply for specific fields like Currency, Email, and Phone:
- Currency: This field can only be updated within the Supplier Profile in Precoro and will be synchronized with the Portal, not the other way around.
- Email/Phone: If a Supplier changes them in the Portal, these updates will be synchronized with the Precoro Supplier Profile. However, if new emails or phone numbers are added or changed within Precoro, these updates will not be sent to the Portal.
Deactivated Portal Suppliers
If you have a deactivated Portal Supplier, then:
- Changes can be made directly in the Supplier Profile in Precoro for all the fields and upon reactivating that Supplier in the Portal, any adjustments made in Precoro while deactivated will be synchronized with the Portal.
Purchase Orders in the Supplier Portal
A Purchase Order will appear within the Supplier Portal once a Buyer submits it.
Purchase Order Actions that are available for a supplier:
- Download a PDF/ XLSX version
- Download the attached documents
- Send a comment to the Buyer
- Create an Invoice.
Invoices in the Supplier Portal
All Invoices created by the Supplier can be stored here.
All Invoices go through the PO matching process. Invoices will be sent for approval to the PO initiator in two cases:
- If the Invoice differs from the PO by items, e.g., the Supplier wants to sell some items that the client did not order.
- If the total amount of the Invoice is greater than the PO sum and higher than the Tolerance Limit specified for the Supplier.
You can communicate with the client directly using the Comment section.
In addition, the Supplier can receive feedback regarding the Invoices from the statuses and emails:
- If an Invoice requires approval from the client, then the status will display “Matching” or “Pending” in orange.
- If the client does not accept the Invoice, then the status will show “Rejected” or “Canceled” in vinous.
- If the Invoice requires action from the Supplier, then the status will show “Draft” in light green.
- If the Invoice is accepted and will be paid, then the status will show “Approved” in green.
- If the client proceeds with payment, the status will change to “Partly paid” or “Paid” displayed in blue.
If the client makes any changes, the Supplier will receive an email notification.
Suppliers can enter the information on the document Issue Date by themselves in the Supplier Portal when creating an Invoice from Purchase Order.
Additionally, this field can be set as required, and without filling out the information the supplier will not be able to proceed with document confirmation.
To make it required, clients must go to the Configuration → Basic Settings → Documents Setup → Invoices and check the Required Issue Date checkbox. Afterward, press Save to apply the changes.
Request for Proposals in the Supplier Portal
Suppliers can receive, reject, and submit the Clients’ Requests for Proposals and exchange documents/attachments.
Note: If the Supplier rejects all items in the Proposal, the document’s status will be changed to Rejected.
Add Supplier Custom Fields to Supplier Portal
You can add the display of Supplier Custom Fields to the portal, allowing suppliers to fill in the data themselves and making the supplier management process more convenient and efficient.
There is a convenient and constant exchange of information between the two parties as these fields are still available for editing from the supplier and your side as well.
Please proceed to the Supplier Custom Fields Functionality article to learn more about setting up this feature.
Deactivating the Supplier Portal (for Clients)
You can also turn off the Supplier Portal if needed. In case you have deactivated the Supplier Portal functionality, the workflow will be as follows:
1. All the Draft status documents will be deleted from the Portal.
2. The Supplier Portal toggle will no longer be displayed in the supplier’s profile on the Management page.
3. In the Purchase Orders, you will see the available option to Create an Invoice from your side as well as the option to Create from PO on the Invoice management page.
That is, you can create Invoices following the usual process: How to Create and Track an Invoice.
4. If the PO was fully invoiced, that document will no longer be displayed in the Supplier Portal, regardless of the Invoice status. Thus, your supplier will not be able to create an Invoice for that PO.
5. If the PO has not been fully invoiced yet, the supplier can still create an Invoice for it, but only for the remaining item quantity.
