Supplier Portal

Supplier Portal

You can set Zahara to allow individual suppliers to login to Zahara and see their Purchase Orders and Invoices. You can even allow them to create their own invoices, or match them against existing orders. 

How it works

  1. Make sure you have enough spare user licenses to create user accounts for individual suppliers
  2. Create a user account and set relevant permissions - see below 
  3. Set a manual password 
  4. Lock the new supplier user account to the supplier 
  5. Login as the supplier and test - can you see only the things you want them to see? 

Create your user account 

Create your supplier user in the usual way. If you give them a Job Title of "Supplier Portal", they can be hidden or shown in your admin user panel using the dedicated button for this.
Next set the permissions correctly for the user. We would recommend something like this: 


This would allow the user to see all Purchase Orders, but create Invoices against them. You could even enable Product update or create so they can edit their own product-set and pricing.

Assign to a Division 

You need to assign the user account to at least one Division. Tick the user account in the left panel and select the Division in the panel below. Click Add. 
Do not set a Dashboard tab, so dont provide them with any ticks on the role as shown below - when you expand the Division on the right hand panel. 


On the left of the screen, you can set the password manually as well so you can login and test that before releasing it to the supplier 

Lock the user account to the supplier

Now head into the supplier records and lock this user account to the supplier record. This locking is for one user account per Business Unit. So your supplier can't be expected to switch business units. They login and do basic tasks for one BU.
 


Testing 

Now login as this user - perhaps on a separate web browser - and see what the supplier will see. Make sure you are happy with the functionality. The user can only see their own supplier record or record invoices against their own supplier record. 

Send a confirmation email to a supplier on invoice approval

One thing you can do is send an email to a supplier when an invoice has been approved. So clearly DHL or Fedex won't care about this, but a sub-contractor might appreciate the gesture so you can create an Invoice workflow step to "send an email" and have a condition on their where the Supplier Type = 'Sub Contractor' (as an example and you then update the supplier type field on the supplier records where you want this to happen. ) The TO: element of the workflow step can be the variable of supplier email. 


    • Related Articles

    • Supplier email addresses

      Supplier email addresses You can record multiple email addresses per supplier. This allows orders to be sent to different people (you select the email address when raising an order) but also allows you to record email addresses for new features we ...
    • New supplier - create Teams or Email alert

      You can create an email alert when a new supplier is recorded by creating a Microsoft Flow event.  Here is a video showing you how Microsoft Flow works:  First off, login to your paid for (premium) Microsoft Flow account - https://flow.microsoft.com/ ...
    • Supplier history

      Supplier History The history tab in the supplier record allow you to drill down on all orders or invoices recorded against this supplier. You can use the filters at the top of section to add a date range and a type of Invoices / Orders or All. Click ...
    • Supplier acceptance of order

      We have two ways for a supplier to accept an order. The first is very easy, you can add Accept / Reject buttons to the supplier email template. The second is more sophisticated. It requires the supplier to digitally sign your terms and conditions ...
    • Supplier Matching with Invoice Express

      How it works  If you use Invoice Express, the first part of the process is to match the supplier correctly. This is really important. It works like this 1. What email address has received the invoice - this matches the Business Unit  2. What email ...