VENDOR PORTAL HOSTED SERVICE
External Portal enabling Vendors to Respond Directly to your Organization
WorkPlace Vendor Portal is a hosted solution that provides external Vendor Access from a secure offsite server without compromising internal network security or adding additional IT resource requirements.
Benefits of the Vendor Portal include:
- Secure Internal Network:
The internal network on which WorkPlace resides need
not be exposed to the internet
- Secure, Highly-Available:
Portal site is hosted at a secure SSAE 16 compliant offsite location
- Secure Communications:
WorkPlace communicates with the portal via a secure SSL link
- Universal Accessibility: Portal site
that the vendors reply to is accessible by any browser and most mobile devices
- Common Vendor Interface:
Vendors can reply to RFQs and submit invoices across multiple companies via a single dashboard
- Efficient Vendor Administration:
RFQs can be sent to multiple contacts within a vendor/supplier organization.
WorkPlace automatically, transparently and securely synchronizes the data from the Vendor Portal with the data on your own WorkPlace server. The WorkPlace Administrator can configure how frequently this synchronization occurs. With synchronization, information provided by the vendors is integrated into the WorkPlace session, and any changes to vendor representatives’ profile information are transferred and synchronized with WorkPlace
WorkPlace Vendor Portal is offered as a “Software as a Service” option for WorkPlace eProcurement and is priced on a subscription basis.
Requests For Quote and Responses
You determine which vendors and vendor representatives are authorized to bid on your RFQ. When processing the RFQ, WorkPlace assigns and displays a uniquely generated RFQ number for each recipient vendor.
When the RFQ is submitted to the vendor(s), each authorized vendor representative receives an email with a link to the portal. Once logged in, the vendor representative can select any open RFQ they are authorized to bid on, then select each line and fill in their information. As each line in the RFQ is responded to, a green checkmark is helpfully displayed in the “Replied” column.
Benefits of the RFQ Portal include:
- Easier Vendor Administration:
RFQs can be sent to multiple vendors and contacts within a vendor/supplier organization
- Process Efficiency:
Receive quotes in real-time, automatically compare vendor responses and award purchases based on best prices and terms
- Increase Procurement Efficiency:
Secure the best price with the least time investment.
Vendor Invoice Submission
Keep your Vendors up to date with automated email notifications and real-time updates to the Portal as Purchase Orders are released through WorkPlace and become available to invoice match. Purchasing policy compliance and controls are assured as Invoices and attachments submitted through the portal are synchronized to the WorkPlace Invoice automation solution and automatically routed through invoice match and Check Request approvals based on the existing workflows defined within WorkPlace.
Benefits of the Invoice Portal include:
- Elimination of data entry:
Vendors submit PO and non-PO invoices for your Payables team
- Automated e-mail notifications:
Vendors are advised when Purchase orders are released
- Approval Routing:
Vendor invoices are subject to Invoice Match and Check Request approvals.
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