Solution
Transparency across the supply chain: supplier portal (SRM)
The Supplier Portal (SRM) digitizes sourcing processes by giving your suppliers a dedicated, encrypted and secure web interface. Suppliers see their orders, respond to requests for quotation (RFQ), upload invoices and track payment dates; order confirmations and reconciliations run on a self-service basis.
Challenges you face
Problems in day-to-day work
This module is built to fix the problems below.
- Processes with suppliers run through scattered emails, lost Excel files and endless phone calls.
- Whether order emails arrived and lead-time confirmation stay uncertain.
- Supplier invoices get lost on the way to accounting, and reconciliations are done by hand.
- There's a high risk of wrong goods on receipt, and labeling costs are high.
Capabilities
What can you do with Transparency across the supply chain: supplier portal (SRM)?
The module's core features.
Digital order management and confirmation mechanism
The moment a purchase order is approved, a notification appears on the supplier's screen; the supplier says 'I confirm' or 'I partially confirm', and if there's a delay, proposes a new lead time via the portal.
Online quote collection (e-tender / RFQ)
A buyer opens a request for quotation for a material, and an automatic invitation goes to selected suppliers; incoming quotes are gathered in a side-by-side comparison table and the most suitable supplier is highlighted.
Invoice upload and e-reconciliation
The supplier uploads the issued invoice to the portal and it goes directly into the finance module's approval mechanism; month-end statutory cross-check and account balance reconciliations are completed via the portal.
Advance shipping notice (ASN) and barcoding
Before dispatching the vehicle, the supplier enters which orders are being sent on which plate; they print labels matching your stock codes and stick them on the boxes, and at receipt the warehouse simply scans the barcode.
Supplier scorecard
The supplier sees their own performance (such as on-time delivery rate and quality reject rate) on the portal and can work on the weak points.
Quality and document management
ISO certificates, analysis certificates and policies are requested via the portal; the system reminds automatically when they expire, and quality reject reports and photos are shared with the supplier.
Outcomes
What it delivers for your business
What you see in daily operations once it is set up properly.
- Phone and email traffic for the purchasing and accounting teams decreases, leaving time for negotiation and supplier selection.
- The supplier confirms the order, uploads the invoice and prints the barcode, which reduces transfer errors.
- All correspondence, quote revisions and approvals are recorded in the system, so there is no dispute over who said what.
- Thanks to ASN, the warehouse knows in advance what's coming, and goods receipt is faster.
- With the low-code foundation, adding new supplier-specific fields to the portal takes minutes.
FAQ
Frequently asked questions
No. Suppliers log in to their dedicated encrypted web portal from a browser; they view orders, submit quotes, upload invoices and reconcile from this portal.
A buyer opens a request for quotation (RFQ) via the portal and an invitation goes to selected suppliers; suppliers enter their sealed-bid prices and terms, and the system presents the quotes side by side in a comparison table.
Yes. Month-end statutory cross-check or account balance reconciliation letters are sent through the system; the supplier completes the process with an 'I agree' or 'I disagree' button.
Before dispatching the vehicle, the supplier reports which orders are being sent in which vehicle; the warehouse team knows in advance what's coming, and goods receipt speeds up with the right barcoded boxes.
Let's configure Transparency across the supply chain: supplier portal (SRM) around your business
Get in touch for a demo tailored to your team's needs.