Project objective
Qualify the supplier once, then buy on that same vendor
Invite-only KYC puts a supplier on the approved list. After that, purchase requisition, RFQ, contract, purchase order, receipt, inspection, invoice, and payment all reuse that vendor. There is no public signup and no second vendor list.
If you are a supplier
Use the email link sent by procurement. That is the only way to register. After approval, log in here to renew documents.
If you are staff
Log in to invite suppliers, source, receive, inspect, invoice, and pay — each role only does its own step.
Go to login1. Onboarding (the gate)
A later PO cannot be raised against a vendor who is not approved here.
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Step 1
Invite
Buyer creates a Direct or In-Direct request and emails a signed registration link.
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Step 2
Register
The supplier submits company, tax, bank, and quality documents on that link only.
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Step 3
Review
Named departments check the file in order. Missing papers go back for revision.
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Step 4
ASL
Approved suppliers get a vendor code (VEN-) and appear on the approved list for buying.
Review order
Same chain for Direct and In-Direct. The request status is the current step name until Approved.
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1. Buyer
Sends the invite and does the first check.
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2. Procurement
Checks commercial details and supplier category.
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3. Finance
Checks bank, tax, and GST details.
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4. Quality
Checks certificates (for example ISO).
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5. IT
Prepares system access.
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6. Buyer (final)
Releases the supplier to the directory with a vendor code.
2. Buy cycle (after ASL)
Read left to right. RFQ invite and PO release only work for a purchasing-eligible approved vendor.
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PR
Requisition
Staff raise a need against an item and plant. A different person approves.
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RFQ
Sourcing
Procurement invites ASL vendors, records quotes, and awards.
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CTR
Contract
Finance approves. Stamp is recorded. Then the contract is activated.
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PO
Purchase order
Released against the contract, RFQ, or PR. This is the buying act.
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GRN
Goods receipt
Stores receive against the PO. Goods go to quality; services skip QI.
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QI
Inspection
Quality accepts, rejects, or reworks. Accepted qty becomes usable stock.
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INV
Invoice
Finance parks the bill. Three-way match vs PO and accepted receipt.
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PAY
Payment
A second finance user releases payment. TDS and bank post to the ledger.
After pay: journals are the books of record. Finance closes the month so nothing posts into a closed period.
Who should do what
The same person must not both raise and approve, or both post the invoice and release the payment.
| You are | You should | You should not |
|---|---|---|
| Supplier (new) | Wait for the email invite and complete the form in that link. | Do not try to create an account from this website. |
| Supplier (approved) | Log in to renew documents and keep certificates current. | Do not use the admin buy screens (PR, PO, pay). |
| Buyer / Procurement | Invite, PR, RFQ, contract draft, PO, and goods receipt. | Do not approve your own PR, or post invoice and payment. |
| Quality | Review onboarding certificates and inspect incoming lots. | Do not release payment. |
| Finance | Approve contracts, match invoices, pay, and close the period. | Do not inspect lots, or pay an invoice you posted yourself. |
| IT | SMTP, onboarding review, and system access. | Do not buy or pay. |
About this portal
This started as a supplier onboarding portal and grew into procure-to-pay on that same approved vendor master. Each department sees one file. Numbers look like PR-2026-000001.
- Suppliers Hub — invite, KYC, ASL, compliance clocks
- Procurement — items, plants, PR, RFQ, contracts, PO, GRN, inspection, stock
- Finance — invoices, AP, payments, journals, period close
- Access control — module permission plus segregation of duties
Ready to continue?
Staff and approved suppliers: log in. New suppliers: open the invite email from procurement.
Login