The Supplier Portal in iVendNext is a powerful tool that allows suppliers to interact directly with your business, streamlining communication and improving efficiency in the procurement process. This guide will walk you through how to navigate and use the Supplier Portal effectively, ensuring that both your business and your suppliers can benefit from its features.
The Supplier Portal is a dedicated interface within iVendNext that enables suppliers to log in, view Request for Quotations (RFQs), submit Supplier Quotations, and manage their interactions with your business. By using the Supplier Portal, suppliers can respond to RFQs more quickly, update their information, and track the status of their submissions, all in real-time.
Before suppliers can use the Supplier Portal, the following prerequisites must be met:
Supplier Registration: The supplier must be registered as a Website User in iVendNext with a "Supplier" role.
Linked Contact: The supplier’s user account must be linked to the Supplier Master document in iVendNext.
Request for Quotation (RFQ): An RFQ must be created and sent to the supplier for them to respond via the portal.
Supplier Login: Suppliers can log into the Supplier Portal using their unique login credentials provided during registration.
Dashboard Overview: Once logged in, suppliers will see a dashboard that provides an overview of their active RFQs, submitted quotations, and other relevant information.
Access RFQs: Suppliers can view all RFQs sent to them by navigating to the RFQ Section in the portal.
Enter Item Rates: Suppliers can enter the rates for the items requested in the RFQ. The portal allows them to update rates, add comments, and submit the quotation directly.
Submit Quotation: Once the rates and other details are entered, suppliers can submit the quotation. Upon submission, a Supplier Quotation (SQTN) is automatically generated in iVendNext.
After submitting a quotation, suppliers can track its status in real-time. The portal provides updates on whether the quotation is Draft, Submitted, Accepted, or Rejected.
The Supplier Portal facilitates real-time communication between your business and suppliers. Suppliers can receive instant notifications about new RFQs, updates on their quotations, and any changes in requirements.
When a supplier submits a quotation through the portal, a Supplier Quotation (SQTN) is automatically created in iVendNext. This eliminates the need for manual data entry and reduces the risk of errors.
Suppliers can update their contact information, addresses, and other details directly through the portal. This ensures that your business always has the most up-to-date information.
The Supplier Portal allows suppliers to upload and manage documents such as certificates, licenses, and compliance reports. This feature is particularly useful for businesses that require suppliers to maintain specific certifications.
Provide Training: Offer training sessions or documentation to help suppliers understand how to use the portal effectively.
Highlight Benefits: Emphasize the benefits of using the portal, such as faster response times and reduced paperwork.
Verify Details: Regularly verify that supplier information in the portal is accurate and up to date.
Encourage Self-Service: Encourage suppliers to update their own information through the portal to ensure accuracy.
Track Responses: Monitor how quickly suppliers respond to RFQs and follow up with those who are slow to respond.
Evaluate Performance: Use the portal to track supplier performance metrics, such as response time and quotation accuracy.
Automate Notifications: Set up automated notifications for new RFQs, quotation submissions, and status updates to keep both your team and suppliers informed.
Streamline Processes: Use the portal to automate repetitive tasks, such as quotation generation and document management.
The Supplier Portal in iVendNext is a valuable tool for enhancing communication and efficiency in the procurement process. By enabling suppliers to respond to RFQs, update their information, and track quotation status in real-time, the portal helps streamline operations and improve supplier relationships. Follow the best practices outlined in this guide to maximize the benefits of the Supplier Portal for your business.