Internal Purchase Invoice Supplier Access Applet
Internal Purchase Invoice Supplier Access Applet user guide still under progress
Work in Progress: This documentation is currently under development. Visual assets (screenshots) and further details will be added soon.
Purpose and Overview
The Internal Purchase Invoice Supplier Access Applet provides a secure, self-service interface for vendors and suppliers to view their financial transactions with your organization. This applet reduces administrative overhead by allowing suppliers to track invoice status and payment history directly.
Key Features Overview
Who Benefits from This Applet?
Suppliers & Their Finance Teams:
- 24/7 visibility into invoice status (Submitted, Approved, Paid)
- Download PDF copies of finalized purchase invoices
- Reconcile their accounts receivable with your system
Procurement & AP Teams:
- Reduced volume of “where is my payment?” emails and calls
- Simplified dispute resolution through shared data
- Improved vendor relationships through financial transparency
Finance Leaders & Controllers:
- Real-time audit of vendor interactions
- Accelerated reconciliation processes
- Clearer visibility into upcoming payables
What Problems Does This Solve?
The Information Gap Problem: Without a supplier portal:
- Suppliers constantly call for payment updates
- Manual reconciliation is time-consuming and error-prone
- Disputes over invoice amounts take days to resolve via email
The Supplier Access Solution:
- Shared Data Source - One “gold standard” invoice record for both parties
- Self-Service Status - Suppliers check payment dates themselves
- Secure File Access - Instant download of official documents without manual sending
Key Features Overview
Key Concepts
Invoice Awareness
| Aspect | Component | Practical Example |
|---|---|---|
| Who is viewing? | Authorized Supplier User | Vendor’s Accounts Receivable Manager |
| What is visible? | Finalized Purchase Invoices | Project PI #10234 for RM 5,000 |
| How is it accessed? | Secure Portal Login | Unique Supplier Access Link/Login |
Quick Start Guide
For Suppliers: Checking Invoice Status
Goal: Review your pending invoices in 3 steps.
- Login: Access the Supplier Portal using your provided credentials
- Filter: Go to My Invoices and filter by “Unpaid” or “Pending”
- Verify: Click on an invoice to see its status and expected payment date
For Internal Admins: Granting Access
Goal: Enable a supplier to use the portal in 3 steps.
- Identify: Go to Supplier Maintenance and select the vendor
- Invite: Click “Enable Portal Access” and enter the supplier’s contact email
- Monitor: Check the Access Logs to see when the supplier first logged in
Configuration & Settings
Fine-tune your supplier portal in Settings:
- Field Visibility: Choose which invoice fields suppliers can see (e.g., exclude internal notes).
- Notification Alerts: Set automated emails for when an invoice is marked as “Paid”.
- Download Permissions: Control which document types are available for download.
FAQ
Q: Can suppliers edit the invoices? A: No, the access is typically “Read-Only” to ensure financial integrity. Any changes must be requested through the Dispute Portal or via standard procurement channels.
Q: What happens if a supplier forgets their password? A: They can use the “Forgot Password” link on the portal login page, or your internal admin can trigger a password reset from the User Management applet.
Q: Is there a limit to how much history a supplier can see? A: This is configurable, but most systems show at least 12-24 months of historical financial data by default.
Q: Can a supplier have multiple users? A: Yes, you can invite multiple contacts from the same supplier entity to have their own individual portal accounts.