Supplier Portal

If the message "Not confirmed" appears in the main order window in red font, the Supplier should confirm the given order. Selecting the action (button) 'Confirm' takes you to the confirmation dialog.

In the dialog, enter information about the acceptance of the order, the confirming person, the planned date of completion of all deliveries to the order and other data (additional information field). After confirming these data, the system coordinators and the person creating this order receive a message in the system about the approval. The status of the order also changes to 'Confirmed'.

To declare deliveries for this order, the supplier may choose:

In the order details in the delivery view, the user has the option of selecting the action of adding a delivery or importing it from an external file. The additional action 'Add item type' allows you to add a new assortment to the system if it was not there before.

If you need to add information about the delivery in progress, select the 'Add delivery' button in the delivery list view. After selecting this button, the delivery adding window appears. In it, enter information about the delivery itself, i.e. number, dates, additional information and enter the assortment items to the delivery list.

In the delivery elements view, you can add a new assortment, copy an assortment from an order, edit elements or remove selected elements from the list.

After selecting the 'Add item' action, a window for adding a new item from the assortment appears. Provide all necessary information and record all items.

The supplier may declare information regarding the delivery packages (packaging, courier, transport, vehicle, etc.) as part of the delivery. The list of declared packages can be viewed in the "Transport packages" tab.

Adding a single package allows you to enter the type of shipment, weight, shipping code, carrier or road transport information such as driver details, dimensions/vehicle details, etc. All data in this definition is optional. It is also optional to provide the delivery data only if it is obvious and results from the process.

The system allows for easy addition of assortment items (and other delivery data) through the import action. By selecting the 'Import' button, a dialog box is displayed to the user with the option to specify the format of the imported data and the import file. The format and supported functionalities depend on the type of import.

After import, the delivery data is filled in from this file. Delivery items and delivery packages (packages, pallets, etc.) are created. Once the delivery is saved, it is available in the main system and begins to carry out its procedure in accordance with the relevant sections of the complaint.

The supplier’s user can also choose a simplified delivery entry by copying all elements from the order (and possibly deleting those that are not implemented in a given delivery). This is done by the 'From order' action in the view of adding a new delivery.

After confirming the action, all order elements are copied to the delivery panel. Complete the additional transport information/numbers and validate the operation.

For simplicity, the system allows you to export order data to CSV format, which can then be loaded into the supplier’s commercial/warehouse system. This is done by the Download (CSV) button in the main order window.

In the case of an active financial module, the system allows you to add an invoice to an order/delivery or an invoice not related to these objects (via the general interface). Adding an invoice to an order is done in the 'Invoices' tab

The interface and logic of adding an invoice is described in the last section of the documentation.

In the case of returns of small devices, it is possible that after the system configuration, the supplier can check the return himself. In this case, the 'Check' button is active. After selecting it, a window appears with the possibility of entering/correcting the downloaded set of tools. The supplier should:

After the return is checked, information is generated in the system and a return document with all the information entered can be automatically sent to the supplier.

Comments are entered via the Add comment button. After selecting it, a dialog box appears with the possibility of entering information regarding a given complaint.

The invoice adding interface enables a simplified addition of an invoice to the system, i.e. adding general financial information and attachments in the form of an original invoice. The invoice general form allows you to specify the dates (invoice, collection, payment) and the invoice value, currency and exchange rate. The system is linked to the NBP system that determines the currency conversion rates for the selected day.

In the attachments section, you can add any number of elements - invoice, invoice specification, etc.

If the contractor has such permissions, he can add a new type of assortment to the system. This allows you to add an assortment yourself and specify basic information such as the base price, indexes, order numbers, etc.

The interface for adding a new type allows you to specify these elements.

When we define the possibility of access to the Supplier Portal system for a given contractor through a general interface, we will enable him to declare documents directly through him, without the need to have previous documents in our system (e.g. orders). In order to grant such permissions, they must be performed in the main system in the "Contractors" section. After adding this option, we can send a token to selected email addresses along with a link to log in to the portal.

After selecting the login link and entering the token, the user is presented with a general view of the Supplier Portal interface with possible actions.

Depending on the permissions granted, the counterparty has the option of: