¶ Purpose
The help file for Vendor Portal – Supplier is designed to provide information on how the supplier can log in to the vendor portal, confirm the scheduled date, quantity and commit ASN.
¶ Login
The Supplier should go to the URL provided by the Admin. Once the Supplier clicks the URL, the Login screen appears as shown below.
- The Supplier should enter a Username and Password to log in to the vendor portal.
- Click Login, the following screen appears.
- The user should select the appropriate Location from the dropdown list.
- The user should select the appropriate Date from the dropdown calendar.
- Click Submit, to search for a particular purchase order.
¶ Change Login Credential
The Site Setting screen allows the Supplier to change the site related settings such as Name, User Name and Password.
Navigation: Login ⇢ Site Settings ⇢ User Settings
- The Supplier can edit the Name, User Name and Password. Click Update.
¶ Confirm Scheduled Date
The Create New ASN screen allows the Supplier to confirm the delivery scheduled date.
Navigation: Login ⇢ Reports ⇢ ASN Generation ⇢ New ASN Generation ⇢ Create New ASN ⇢ Confirm Schedule Date
- The Create New ASN screen displays purchase order details such as PO Number, Item Code, Item Name, Schedule Date, Schedule Qty (Quantity), Despatch Qty (Quantity), Pending ASN Qty (Quantity) and Balance Quantity.
- The Supplier can search for a particular Purchase Order details based on Location, From and To Date.
- Click Confirm, the following message appears.
- Click OK, the confirmed scheduled date will turn green.
¶ Change Scheduled Date
The Create New ASN screen allows the Supplier to change the scheduled date.
Navigation: Login ⇢ Reports ⇢ ASN Generation ⇢ New ASN Generation ⇢ Create New ASN ⇢ Change Schedule Date
- The Create New ASN screen displays purchase order details such as PO Number, Item Code, Item Name, Schedule Date, Schedule Qty (Quantity), Despatch Qty (Quantity), Pending ASN Qty (Quantity) and Balance Quantity.
- The Supplier can search for a particular Purchase Order details based on Location, From and To Date.
- Click Change, the following message appears.
- The Supplier should select the appropriate Reschedule Date from the dropdown calendar.
- The Supplier should enter the Reschedule Reason.
- Click Save, the following message appears.
¶ Confirm Scheduled Quantity
The Create New ASN screen allows the Supplier to enter details of the ASN quantity.
Navigation: Login ⇢ Reports ⇢ ASN Generation ⇢ New ASN Generation ⇢ Create New ASN ⇢ Schedule Quantity
- The Create New ASN screen displays purchase order details such as PO Number, Item Code, Item Name, Schedule Date, Schedule Qty (Quantity), Despatch Qty (Quantity), Pending ASN Qty (Quantity) and Balance Quantity.
- The Supplier can search for a particular Purchase Order details based on Location, From and To Date.
- Double click on the purchase order, the following screen appears.
- The Confirm Schedule Quantity screen displays details such as Item Name, Delivery Schedule Date, Pending ASN Quantity, Price per Unit and Basic Price (Line Value).
- The user should enter details of the ASN Quantity.
- Click Submit, the following screen appears.
- Click Submit.
- Once the Supplier confirms the Date and Quantity, the ASN will appear in the Uncommitted List screen.
¶ Commit the ASN
The View Uncommitted ASN screen lists uncommitted transactions and allows the supplier to commit the transactions.
Navigation: Login ⇢ Reports ⇢ ASN Generation ⇢ Uncommitted ASN List ⇢ Commit
- The Uncommitted ASN List screen displays details such as ASN Ref No., Item Code, Item Description, ASN Quantity and Invoice Value.
- The supplier can Delete the particular ASN details if required.
- The user must select the appropriate Location from the drop-down list.
- Once the user selects the location, the list of the corresponding uncommitted ASN will appear.
- The user can select multiple ASN Reference Number checkboxes.
- Click Commit, the following screen appears.
- The Commit the ASN screen displays details such as Supplier Invoice Date and E-Way Bill Date.
- The Supplier should enter details of the Invoice such as Total Invoice Value, Supplier Invoice Number, E-Way bill Number, ASN Remarks, Transporter Name, Driver Name, Mobile Number and Consignment Number.
- Click Submit.
¶ Print ASN Slip
The Committed ASN List screen lists the committed transactions and allows the Supplier to print the ASN.
Navigation: Login ⇢Reports ⇢ ASN Generation ⇢ Committed ASN List ⇢ Print
- The Committed ASN List screen displays details such as ASN Ref No., Item Code, Item Description, ASN Quantity and Invoice Value.
- Click Print, the following screen appears.
- The ASN Print Slip screen displays details such as ASN Ref No., Supplier Address, Company Name, Delivery Address, Barcode, PO Number, Item Code, Item Description, UOM, ASN Quantity, Rate, Basic Value Line, CGST, SGST, IGST, G Total, Challan Total Value and Challan Total Value (In Word).
¶ View ASN GRN Report List
The ASN GRN Report List screen allows the Supplier to view details of the ASN and GRN report.
Navigation: Login ⇢ Home ⇢ Reports ⇢ ASN GRN Report List
- The Supplier should select the appropriate Location from the dropdown list.
- The Supplier should select the appropriate GRN Date Range (From, To) from the dropdown calendar.
- Click Apply Filter, the ASN and GRN Report List will appear.
- The ASN and GRN Report List section displays details such as the ASN Date, ASN Reference Number, Supplier Invoice Number, GRN Reference Number, GRN Date, Raw Mat Code, Raw Mat Name, UOM, ASN Qty and Line Value.
- Click +, the additional details such as G Qty, Supplier Qty, G rejected Qty, Debit Qty, G Rate, Bill Passed and PO Number will appear as shown below.
¶ View Purchase Order List
The Purchase Order screen allows the Supplier to view details of the Purchase Orders, including item-wise details.
Navigation: Login ⇢ Home ⇢ Reports ⇢ Purchase Order
- The Supplier should select the appropriate Location from the dropdown list.
- The Supplier should select the appropriate Date Range (From, To) from the dropdown calendar.
- The Supplier should select the appropriate PO Status from the dropdown calendar.
- Click Apply Filter, the Purchase Order Item Wise List will appear.
- The Purchase Order Item Wise List section displays details such as the PO Date, PO Number, Raw Mat Code, Raw Mat Name, Description, HSN Code, Ord_ Qty, UOM, Rate, Subtotal and CurrCode.
- The user can click on the PO No. link to view the PO details in the PDF format.
¶ View PO Summary
The Purchase Order Summary screen allows the Supplier to view the list of Purchase Orders along with their details.
Navigation: Login ⇢ Home ⇢ Reports ⇢ Purchase Order Summary
- The Supplier should select the appropriate Location from the dropdown list.
- The Supplier should select the appropriate Date Range (From, To) from the dropdown calendar.
- The Supplier should select the appropriate PO Status from the dropdown calendar.
- Click Apply Filter, the Purchase Order Item Wise List will appear.
- The Purchase Order Item Wise List section displays details such as the PO ID, PO Date, PO Number, Comp Short, Subtotal, Tax Rate, PO Tax, Grand Total, Currency Code and PO Status.
¶ View Ledger Report
The Ledger Report screen allows the Supplier to view the list of ledgers along with their details.
Navigation: Login ⇢ Home ⇢ Reports ⇢ Ledger Report
- The Supplier should select the appropriate Location from the dropdown list.
- The Supplier should select the appropriate Transaction Date Range (From, To) from the dropdown calendar.
- Click Apply Filter, the Ledger Report List will appear.
- The Ledger Report List section displays details such as the Account Name, Transaction Date, Transaction Number, Transaction Description, Amount, Dr/Cr, Bill Number and Doc Date.
¶ View Standard Report
The Standard Report screen allows the Supplier to view the ERP’s standard reports.
Navigation: Login ⇢ Home ⇢ Reports ⇢ Standard Report
- The user can search for a detail based on the From Date and To Date.
- Click Submit, the screen will appear as shown below.
- The user can click Export, to copy or view details in Excel and CSV formats.
Note:
- The Standard reports will be derived from the Vendor Portal folder of the ERP standard reports folder.
- Only the corresponding vendor details will appear in the report.
- The user can search for details based on the filters provided for the ERP standards reports.
¶ View Notifications
The user can view the notification messages received from the Admin, such as the Maintenance Notification.
¶ Functional Use Cases
| SL No. | Use Case | Business Scenario | Functional Outcome |
|---|---|---|---|
| 1 | Login | The supplier needs to access the vendor portal to manage purchase orders. | The supplier logs in using valid credentials and views the relevant purchase orders. |
| 2 | Change Login Credential | The supplier wants to update the Name, Username, or Password. | The supplier updates the credentials successfully in Site Settings. |
| 3 | Confirm Scheduled Date | The supplier needs to confirm the delivery schedule for a purchase order. | The system updates the schedule and marks it as confirmed (green). |
| 4 | Change Scheduled Date | The supplier needs to reschedule a delivery date with a valid reason. | The system updates the schedule with the new date and reason. |
| 5 | Confirm Scheduled Quantity | The supplier needs to confirm the dispatch quantity for an order. | The system adds the confirmed quantity to the Uncommitted List. |
| 6 | Commit the ASN | The supplier commits the uncommitted ASN transactions. | The system commits the ASN and updates the records. |
| 7 | Print ASN Slip | The supplier wants to generate a slip for a committed ASN. | The system generates and downloads the ASN slip in PDF format. |
| 8 | View ASN GRN Report List | The supplier wants to view the combined ASN and GRN details. | The system displays the ASN and GRN report with item-level details. |
| 9 | View Purchase Order List | The supplier wants to view item-wise details of purchase orders. | The system displays a filtered list of purchase orders with details. |
| 10 | View PO Summary | The supplier wants to see a summarized list of purchase orders. | The system displays the summary with subtotal, tax, and grand total. |
| 11 | View Ledger Report | The supplier needs to review ledger transactions. | The system displays ledger details with debit/credit information. |
| 12 | View Standard Report | The supplier wants to view standard ERP reports from the Vendor Portal. | The system displays standard reports with export options in Excel or CSV. |
| 13 | View Notifications | The supplier wants to see notifications sent by the Admin. | The system displays the received notifications, such as maintenance alerts. |
¶ Use Case Scenario
- Click here for a detailed use case scenario.
¶ Transaction Checklist
| Step | Checklist Item | Details / Purpose |
|---|---|---|
| 1 | Verify Access Credentials | Ensure the supplier has valid Username and Password to access the portal. |
| 2 | Login to Vendor Portal | Access the portal using provided URL and credentials. |
| 3 | Select Location and Date | Choose the correct location and date range to view purchase orders. |
| 4 | Confirm Scheduled Date | Verify and confirm the delivery schedule for each purchase order. |
| 5 | Change Scheduled Date (if needed) | Update the schedule with a new date and reason if required. |
| 6 | Confirm Scheduled Quantity | Enter and confirm the dispatch quantity for the selected purchase order. |
| 7 | Review Uncommitted ASN | Verify pending ASNs before committing them. |
| 8 | Commit the ASN | Finalise and commit the ASN transactions to the system. |
| 9 | Print ASN Slip | Generate and download the committed ASN slip in PDF format. |
| 10 | Review ASN GRN Report List | Check combined ASN and GRN details for reconciliation. |
| 11 | Review Purchase Order List | View and verify item-wise purchase order details. |
| 12 | Review PO Summary | View summarized purchase order details including subtotal and tax. |
| 13 | Review Ledger Report | Verify financial ledger entries related to transactions. |
| 14 | View Standard Reports | Access standard ERP reports and export them if necessary. |
| 15 | Check Notifications | Review notifications sent by the Admin for updates or alerts. |