Zoho Inventory - Vendor Portal

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href="/za/inventory/help/locations/other-actions.html">Other Actions for Locations</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Warehouses</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/za/inventory/help/warehouses/warehouses-overview.html">Overview</a> </li> <li > <a href="/za/inventory/help/warehouses/warehouse-operations.html">Warehouse Operations</a> </li> <li > <a href="/za/inventory/help/warehouses/transfer-orders.html">Transfer Orders</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Customers & Vendors</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/za/inventory/help/contacts/contacts-overview.html">Overview</a> </li> <li > <a href="/za/inventory/help/contacts/contact-details-page.html">Details Page</a> </li> <li > <a href="/za/inventory/help/contacts/manage-contacts.html">Manage Customers & Vendors</a> </li> <li > <a href="/za/inventory/help/contacts/customer-credit-limit.html">Customer Credit Limit</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Items, Groups and Composites</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/za/inventory/help/items/items-overview.html">Items</a> </li> <li > <a href="/za/inventory/help/items/item-groups.html">Item Groups</a> </li> <li > <a href="/za/inventory/help/items/composite-items.html">Composite Items</a> </li> <li > <a href="/za/inventory/help/items/item-managing.html">More Actions on Items</a> </li> <li > <a href="/za/inventory/help/items/item-details.html">Item Details Page</a> </li> <li > <a href="/za/inventory/help/items/saleschannel-items.html">Sales Channel Items</a> </li> <li > <a href="/za/inventory/help/items/stock-counts.html">Stock Counts</a> </li> <li > <a href="/za/inventory/help/items/item-categories.html">Item Categories</a> </li> <li > <a href="/za/inventory/help/items/price-list.html">Price Lists</a> </li> <li > <a href="/za/inventory/help/items/inventory-adjustments.html">Inventory Adjustments</a> </li> <li > <a href="/za/inventory/help/items/items-preferences.html">Item Preferences</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Bin Locations</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/za/inventory/help/bin-locations/index.html">Bin Locations</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Advanced Inventory Tracking</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/za/inventory/help/advanced-inventory-tracking/batch-tracking.html">Batch Tracking</a> </li> <li > <a href="/za/inventory/help/advanced-inventory-tracking/serial-number-tracking.html">Serial Number Tracking</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Retainer Invoices</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/za/inventory/help/retainer-invoices/index.html">Overview</a> </li> <li > <a href="/za/inventory/help/retainer-invoices/manage-retainer-invoices.html">Manage Retainer Invoices</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Sales Orders</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/za/inventory/help/sales-orders/sales-orders-overview.html">Sales Orders Overview</a> </li> <li > <a href="/za/inventory/help/sales-orders/sales-order-creation.html">Creating Sales Orders</a> </li> <li > <a href="/za/inventory/help/sales-orders/sales-order-managing.html">Managing Sales Orders</a> </li> <li > <a href="/za/inventory/help/sales-orders/other-actions.html">More Actions</a> </li> <li > <a href="/za/inventory/help/sales-orders/packages.html">Packages</a> </li> <li > <a href="/za/inventory/help/sales-orders/package-geometry.html">Package Geometry</a> </li> <li > <a href="/za/inventory/help/sales-orders/shipments.html">Shipments</a> </li> <li > <a href="/za/inventory/help/sales-orders/sales-order-cycle.html">Sales Order Cycle</a> </li> <li > <a href="/za/inventory/help/sales-orders/sales-persons.html">Salespersons</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Invoices</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/za/inventory/help/invoice/index.html">Invoices Overview</a> </li> <li > <a href="/za/inventory/help/invoice/record-payment.html">Recording Payments</a> </li> <li > <a href="/za/inventory/help/invoice/more-actions.html">More Actions</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Picklists</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/za/inventory/help/picklist/index.html">Picklist - Overview</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Payments Received</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/za/inventory/help/payments-received/payments-received.html">Payments Received</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Sales Returns</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/za/inventory/help/sales-returns/sales-returns-overview.html">Overview</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Purchase Transactions</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/za/inventory/help/purchase-orders/purchase-orders-overview.html">Purchase Transactions - Overview</a> </li> <li > <a href="/za/inventory/help/purchase-orders/purchase-order-creation.html">Managing Purchase Orders</a> </li> <li > <a href="/za/inventory/help/purchase-orders/purchase-import-export.html">Importing & Exporting purchases</a> </li> <li > <a href="/za/inventory/help/purchase-orders/purchase-receive.html">Purchase Receives</a> </li> <li > <a href="/za/inventory/help/purchase-orders/bills.html">Bills</a> </li> <li > <a href="/za/inventory/help/purchase-orders/other-actions.html">More Actions</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Payments 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Inventory ZSC Key</a> </li> <li > <a href="/inventory/help/integrations/envia-integration.html">Envia</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Import & Export</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/za/inventory/help/import-export/index.html">Overview</a> </li> <li > <a href="/za/inventory/help/import-export/import.html">Importing Data</a> </li> <li > <a href="/za/inventory/help/import-export/export.html">Exporting Data</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Reports</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/za/inventory/help/reports/reports-overview.html">Reports Overview</a> </li> <li > <a href="/za/inventory/help/reports/managing-reports.html">Managing Reports</a> </li> <li > <a 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class="print-form"> <input type="button" class="print-icon" name="print" value="" title="Print this page" alt="Print this page" onclick="javascript:window.print()"> </form> <h2 class="product-logo to-print" translate="no"><img src="/inventory/images/inventory-icon-default.svg?v=2"/>Inventory</h2> <div class="side-grid no-print"><h2 id="in-this-page">IN THIS PAGE…</h2> <ul> <li><a href="/za/inventory/help/vendor-portal/#Enable-Vendor-Portal">Enable Vendor Portal</a></li> <li><a href="/za/inventory/help/vendor-portal/#Accept-the-Invitation">Accept the Invitation</a></li> <li><a href="/za/inventory/help/vendor-portal/#Functions-in-the-Vendor-Portal">Functions in the Vendor Portal</a> <ul> <li><a href="/za/inventory/help/vendor-portal/#Home">Home</a></li> <li><a href="/za/inventory/help/vendor-portal/#View-Purchase-Orders">View Purchase Orders</a></li> <li><a href="/za/inventory/help/vendor-portal/#Accept-and-Decline-Purchase-Orders">Accept or Decline Purchase Orders (For Vendors)</a></li> <li><a href="/za/inventory/help/vendor-portal/#Manage-Invoices">Manage Invoices</a></li> <li><a href="/za/inventory/help/vendor-portal/#Track-Payments-Received">Track Payments Received</a></li> <li><a href="/za/inventory/help/vendor-portal/#Generate-Statement-of-Accounts">Generate Statement of Accounts</a></li> </ul> </li> <li><a href="/za/inventory/help/vendor-portal/#Create-Bills">Create Bills</a></li> <li><a href="/za/inventory/help/vendor-portal/#Other-Actions">Other Actions</a> <ul> <li><a href="/za/inventory/help/vendor-portal/#Edit-Address">Edit Address</a></li> <li><a href="/za/inventory/help/vendor-portal/#Send-Email">Send Email</a></li> <li><a href="/za/inventory/help/vendor-portal/#Change-Password">Change Password</a></li> <li><a href="/za/inventory/help/vendor-portal/#Logout">Log Out</a></li> </ul> </li> <li><a href="/za/inventory/help/vendor-portal/#Vendor-Portal-Preferences">Vendor Portal Preferences</a></li> </ul> </div> <h1 id="Vendor-Portal">Vendor Portal</h1> <div class="tips-note"><div class="tips-note-img"></div> <p><b>Note:</b> This feature is available only for certain plans of Zoho Inventory. Visit the <a href="https://www.zoho.com/inventory/pricing-comparison/" target="_blank">pricing page</a> to check if it’s available in your current plan.</p> </div> <p>The Vendor Portal helps your vendors to manage purchase orders, view the payments they’ve received, upload invoices to be converted to bills in Zoho Inventory, and more! Let’s understand the use of a vendor portal with the help of a scenario.</p> <div class="tips-scenario"><div class="tips-scenario-img"></div> <p><b>Scenario:</b> John’s business, ABC Limited, buys all the supplies they need from multiple vendors. Instead of communicating with all of them individually regarding orders, John can send invites to the vendors to access their respective vendor portals. In their portal, they can view purchase orders, submit invoices, and interact through comments with John regarding an order from one place.</p> </div> <h3 id="Enable-Vendor-Portal">Enable Vendor Portal</h3> <p>To start off, you will have to enable portal access and invite your vendor or their contact persons you’ve added in Zoho Inventory. To enable the portal:</p> <ul> <li>Go to the <strong>Vendors</strong> module under <strong>Purchases</strong> from the left sidebar.</li> <li>Select the vendor for whom you want to enable the portal.</li> <li>Click the <strong>More</strong> dropdown and select <strong>Configure Vendor Portal</strong>.</li> </ul> <img alt="Enable Vendor Portal" src="/inventory/help/images/vendor-portal/enable.png" width="624" /> <p>(Or)</p> <ul> <li> <p>Go to the <strong>Overview</strong> tab and enable portal access under the <strong>Other Details</strong> section.</p> </li> <li> <p>Choose the contact person for whom you would like to enable portal access.</p> </li> </ul> <img alt="Contact Persons" src="/inventory/help/images/vendor-portal/contact-person.png" width="624" /> <ul> <li>Click <strong>Save</strong> and an email invitation will be sent to your vendor and they will be able to access the portal by accepting the invitation.</li> </ul> <p>You can configure the portal in the <a href="/za/inventory/help/vendor-portal/#Vendor-Portal-Preferences">preferences</a> section.</p> <h3 id="Accept-the-Invitation">Accept the Invitation</h3> <p>Once your vendor accepts the invitation, they will be able to view and track all their transactions, upload transaction documents and collaborate with you easily. To join the portal, your vendor should:</p> <ul> <li>Go to the email invite sent to them.</li> <li>Click the <strong>Accept Invitation</strong> button and they will be redirected to the portal login page.</li> <li>Enter the email address, set a password and sign in.</li> </ul> <p>They will now be logged in to the portal where they can perform various functions.</p> <h3 id="Functions-in-the-Vendor-Portal">Functions in the Vendor Portal</h3> <p>Let us see the functions that can be performed in the vendor portal.</p> <ul> <li><a href="/za/inventory/help/vendor-portal/#Home">Home</a></li> <li><a href="/za/inventory/help/vendor-portal/#View-Purchase-Orders">View Purchase Orders</a></li> <li><a href="/za/inventory/help/vendor-portal/#Accept-and-Decline-Purchase-Orders">Accept and Decline Purchase Orders (For Vendors)</a></li> <li><a href="/za/inventory/help/vendor-portal/#Manage-Invoices">Manage Invoices</a></li> <li><a href="/za/inventory/help/vendor-portal/#Track-Payments-Received">Track Payments Received</a></li> <li><a href="/za/inventory/help/vendor-portal/#Generate-Statement-of-Accounts">Generate Statement of Accounts</a></li> </ul> <h4 id="Home">Home</h4> <p>Once your vendor logs in to the portal, the home page/dashboard will give them an overview of all the transactions that took place between you and your vendor. They can view the following details:</p> <ul> <li><strong>Outstanding Bills</strong>: The total bill amount that you owe them for previous transactions.</li> <li><strong>Available Credits</strong>: Amounts they might have refunded or any amount they owe you (through credit notes) are saved as credits in Zoho Inventory. These can be applied to transactions and tracked accordingly.</li> <li><strong>Last Payment Received</strong>: The recent payment you made.</li> <li><strong>My Account Details</strong>: Vendor’s name and contact details which can be edited.</li> <li><strong>Customers Contact Details</strong>: Your customers contact information.</li> </ul> <img alt="VP Dashboard" src="/inventory/help/images/vendor-portal/home.png" width="800" /> <h4 id="View-Purchase-Orders">View Purchase Orders</h4> <p>Documents created by you in Zoho Inventory requesting your vendors to supply specific goods along with their prices and quantities are Purchase Orders. Vendors can view the purchase orders and comment on them to negotiate the prices or add their remarks before they create the final invoice. To access the purchase orders, your vendors should:</p> <ul> <li>Log in to the portal and go to <strong>Purchase Orders</strong> from the left sidebar.</li> </ul> <img alt="Purchase Order Image" src="/inventory/help/images/vendor-portal/po.png" width="624" /> <ul> <li>Click the purchase order and view its details.</li> <li>Add comments if necessary to discuss the order.</li> </ul> <p>They will also be able to filter the purchase orders by their statuses by clicking the Show All Purchase Orders dropdown. The available filters are: All, Billed, Partially Billed and Cancelled.</p> <h4 id="Accept-and-Decline-Purchase-Orders">Accept or Decline Purchase Orders (For Vendors)</h4> <p>Vendors can use the portal to accept or decline the purchase orders that were created in Zoho Inventory. When you create a purchase order in Zoho Inventory, you can send it to your vendors for review.</p> <p>Once the vendor accepts your purchase order, you can go ahead and purchase the goods from your vendor. If your vendor rejects your purchase order, you can create a new purchase order and submit it for review again.</p> <p>This feature comes in handy when you require the vendor’s consent to purchase goods from them.</p> <h5 id="Enable-Review-for-Purchase-Orders">Enable Review for Purchase Orders</h5> <p>Admins must enable this feature before the users send purchase orders for review. Here’s how:</p> <ul> <li>Click the <strong>Gear</strong> icon in the top right corner and select <strong>Preferences</strong> from the dropdown.</li> <li>Under <strong>Portal</strong>, select <strong>Vendor Portal</strong>.</li> <li>Scroll down and select the <strong>Allow vendors to accept/reject purchase orders</strong> option.</li> </ul> <img alt="Enable purchase order approval" src="/inventory/help/images/vendor-portal/enable-po-approval.png" width="800" /> <h5 id="Submit-Purchase-Orders-for-Review">Submit Purchase Orders for Review</h5> <p>Once the admins in Zoho Inventory have enabled the option to approve purchase orders, users will be be able to submit it to their vendors for review. Here’s how:</p> <ul> <li>Go to the <strong>Purchase Orders</strong> module under <strong>Purchases</strong> from the left sidebar.</li> <li>Create <strong>+ New</strong> in the top right corner to create a new purchase order and select the vendor to whom you want to want to submit it for review.</li> <li>Enter all the necessary details and click <strong>Save and Send</strong> or <strong>Save as Draft</strong>.</li> <li>Review the purchase order email and click <strong>Send Purchase Order</strong> again or click <strong>Mark as Issued</strong> in the top right corner.</li> </ul> <img alt="Accept or Decline PO" src="/inventory/help/images/vendor-portal/send-po-approval.png" width="800" /> <h5 id="Accept-or-Decline-Purchase-Orders">Accept or Decline Purchase Orders (For Vendors)</h5> <p>Vendors can accept or decline the purchase orders that have been sent to them from the users in Zoho Inventory. Here’s how:</p> <ul> <li>Log in to the <strong>Vendor Portal</strong>.</li> <li>Click <strong>Purchase Orders</strong> on the left sidebar and select a purchase order.</li> <li>Review the purchase order and click <strong>Accept</strong> or <strong>Decline</strong>. If you’re declining the purchase order, enter a reason and click decline again.</li> </ul> <p>You will be notified in Zoho Inventory when your vendor approves a purchase order.</p> <img alt="Accept or Decline PO" src="/inventory/help/images/vendor-portal/accept-decline-po.png" width="624" /> <h4 id="Manage-Invoices">Manage Invoices</h4> <p>When your vendor has shipped goods to you, they can upload a picture of the transaction’s document (invoice) to the portal, you can then verify it and accept or reject them in Zoho Inventory. Once accepted, it will be created as a bill in Zoho Inventory.</p> <ul> <li><a href="/za/inventory/help/vendor-portal/#Upload-Documents">Upload Documents</a></li> <li><a href="/za/inventory/help/vendor-portal/#View-Invoices">View Invoices</a></li> </ul> <h5 id="Upload-Documents">Upload Documents</h5> <p>To upload a transaction document in the portal, your vendors should:</p> <ul> <li>Download/Print and take a picture of the transaction’s document.</li> <li>Log in to the portal using the link provided in the email.</li> <li>Go to the <strong>Invoices</strong> module and stay on the <strong>Uploaded Documents</strong> tab to add transaction documents.</li> <li>Drag and Drop or Upload Documents from the computer.</li> </ul> <img alt="Upload Document" src="/inventory/help/images/vendor-portal/upload.png" width="624" /> <div class="tips-insight"><div class="tips-insight-img"></div> <p><b>Insight:</b> Your vendor can upload images and PDFs of the document. The maximum file size for each document is 5MB.</p> </div> <p>The document will be in the Pending state as soon as it is uploaded. If you accept the document in Zoho Inventory, it will be converted into an invoice in the Vendor Portal. You will be able to add comments to the document by clicking it.</p> <h5 id="View-Invoices">View Invoices</h5> <p>Once your vendor uploads a document, you can review and accept/reject the document. If it is accepted, it will be created as an invoice in the portal. Here’s how your vendor can view the invoice in the portal:</p> <ul> <li>Log in to the portal and go to the <strong>Invoices</strong> module.</li> <li>Go to the <strong>Invoices</strong> tab to view all the accepted documents.</li> </ul> <img alt="View Invoices" src="/inventory/help/images/vendor-portal/invoices.png" width="800" /> <ul> <li>Click an invoice to view all the details.</li> <li>Enter comments and click <strong>Add Comment</strong> to share them.</li> </ul> <h4 id="Track-Payments-Received">Track Payments Received</h4> <p>You might have made an online payment or a cash payment towards the vendor’s invoices. Your vendor will be able to view them once you record the payment manually in Zoho Inventory. This section will show the details of the amount, the payment mode and the reference transaction. To view this, your vendor should:</p> <ul> <li>Log in to the portal and go to the <strong>Payments Received</strong> module. This will list all the payments you (Zoho Inventory user) have made.</li> </ul> <img alt="Payments Received" src="/inventory/help/images/vendor-portal/payments.png" width="800" /> <ul> <li>Click on a payment receipt to drill down the details of the payment.</li> <li>Click the <strong>Download PDF</strong> or <strong>Print</strong> button to save a copy of the document.</li> </ul> <h4 id="Generate-Statement-of-Accounts">Generate Statement of Accounts</h4> <p>Statement of account shows a consolidated list of all the transactions carried out between your vendor and you. Your vendor can generate this statement for any period and view the payments received and balance due. To view the statement:</p> <ul> <li>Log in to the portal and go to the <strong>Statements</strong> module.</li> <li>Select the <strong>Date Range</strong> in the top corner.</li> <li>Click <strong>Go</strong> to generate the statement.</li> <li>Click the <strong>Download PDF</strong> or <strong>Print</strong> button to keep a copy of the statement.</li> </ul> <img alt="View Statement" src="/inventory/help/images/vendor-portal/statement.png" width="624" /> <h3 id="Create-Bills">Create Bills</h3> <p>You will be able to create bills in Zoho Inventory based on the documents uploaded by the vendor. Furthermore, you can also discuss them in the comments section.</p> <ul> <li>Click the notification sent to your Zoho Inventory account when your vendor has uploaded a document.<br> (Or)<br> Go to the <strong>Vendors</strong> module under <strong>Purchases</strong> from the left sidebar and select the vendor who has uploaded documents. Click the document inbox to view the pending documents.</li> </ul> <img alt="Upload notification" src="/inventory/help/images/vendor-portal/notification.png" width="750" /> <ul> <li>All the uploaded documents will be listed. You can click a document to view its details.</li> </ul> <img alt="Documents" src="/inventory/help/images/vendor-portal/documents.png" width="800" /> <ul> <li>Click <strong>Convert to Bill</strong> from the top-right corner to accept the document. You can also reject/delete the document, if necessary.</li> </ul> <div class="tips-protip"><div class="tips-protip-img"></div> <p><b>Pro Tip:</b> You can hover over the document and click Convert to Bill to create bills instantly.</p> </div> <ul> <li>Enter the details by viewing the bill alongside. The vendor’s name will be auto-populated for you.</li> <li>Click <strong>Save as Draft</strong> or <strong>Save as Open</strong>. Only the transactions that are in the Open state will be visible to the vendors.</li> </ul> <img alt="Convert to bill" src="/inventory/help/images/vendor-portal/convert.png" width="800" /> <h4 id="Enable-Autoscan-for-Uploaded-Documents">Enable Autoscan for Uploaded Documents</h4> <p>If you’ve enabled the Autoscan feature in the Documents module, vital information of a document such as date, amount, etc., will be automatically captured from the uploaded document and populated while creating a new transaction.</p> <div class="tips-note"><div class="tips-note-img"></div> <p><b>Note:</b> The number of autoscans that can be performed depends on your subscription. You can purchase more autoscan add-ons if necessary.</p> </div> <p>Here’s how you can enable autoscan for the documents uploaded by the vendor:</p> <ul> <li>Go to <strong>Settings > Preferences > Vendor Portal</strong></li> <li>Scroll down and mark the option <strong>Autoscan uploaded documents</strong>.</li> </ul> <img alt="Enable Autoscan" src="/inventory/help/images/vendor-portal/enable-autoscan.png" width="800" /> <div class="tips-insight"><div class="tips-insight-img"></div> <p><b>Insight:</b> Once you’ve enabled autoscan in the preferences section, all the documents that the vendor uploads in the vendor portal will be automatically autoscanned in the Documents tab in Zoho Inventory.</p> </div> <p>As the documents get autoscanned, you will be able to observe the following status of the documents:</p> <p><strong>Scan in progress</strong>: The document or receipt is currently being scanned.</p> <p><strong>Processed</strong>: The document or receipt has been scanned and data is captured.</p> <p><strong>Failed</strong>: The autoscan has failed. This may result due to illegible data, images which cannot be interpreted or when the language is not supported.</p> <p>Once the documents uploaded by your vendor has been autoscanned in Zoho Inventory, you can convert the scanned documents to a bill manually in the Documents tab.</p> <div class="tips-warning"><div class="tips-warning-img"></div> <p><b>Warning:</b> The number of documents you can autoscan will reduce when a vendor uploads a document in the portal.</p> </div> <h3 id="Other-Actions">Other Actions</h3> <h4 id="Edit-Address">Edit Address</h4> <p>The address you have stored in Zoho Inventory will be visible to your vendors. In case they have changed their address, they can edit them in their portal. To do this:</p> <ul> <li>Log in to the portal and go to <strong>Home</strong>.</li> <li>Go to the My Account Details section and click Edit near the address.</li> </ul> <img alt="Edit address" src="/inventory/help/images/vendor-portal/edit.png" width="624" /> <ul> <li>Update the address in the pop-up and click Save.</li> </ul> <div class="tips-insight"><div class="tips-insight-img"></div> <p><b>Insight:</b> Only the person saved as the primary contact by you in Zoho Inventory will be able to update the address.</p> </div> <h4 id="Send-Email">Send Email</h4> <p>Your vendor will be able to contact you directly from the portal by sending an email. Here’s how:</p> <ul> <li>Log in to the portal and go to the <strong>Dashboard</strong>.</li> <li>Scroll down and the organisation details will be listed.</li> <li>Click the <strong>Send E</strong>mail button and enter the message.</li> </ul> <img alt="Send email" src="/inventory/help/images/vendor-portal/email.png" width="800" /> <ul> <li>Click <strong>Send</strong>.</li> </ul> <h4 id="Change-Password">Change Password</h4> <p>If your vendor’s password is too old or vulnerable, they can an change it easily from the portal. Here’s how:</p> <ul> <li>Log in to the portal and click <strong>Change Password</strong> in the left sidebar.</li> <li>Enter the old password and enter a new nassword based on the password requirements.</li> <li>Re-enter the new password and click <strong>Save</strong> to update the password.</li> </ul> <img alt="Change password" src="/inventory/help/images/vendor-portal/password.png" width="465" /> <h4 id="Logout">Log Out</h4> <p>To log out of the portal:</p> <ul> <li>Go to the portal.</li> <li>Click <strong>Log Out</strong> in the left sidebar.</li> </ul> <h3 id="Vendor-Portal-Preferences">Vendor Portal Preferences</h3> <p>The preferences section will allow you to configure the portal.</p> <ul> <li>Go to <strong>Settings > Preferences > Vendor Portal</strong></li> <li>Navigate to the <strong>Vendor Portal</strong> tab.</li> </ul> <p>The custom options available are:</p> <p><strong>Portal Name</strong></p> <p>The portal name is unique to your organisation and it is used in the URL of the Client and Vendor Portal. This is auto-generated by default. However, you can edit the portal name, and click Save if you want to customise it.</p> <p><strong>Notify me for every activity that takes place in the portal</strong></p> <p>Enabling this option notifies you via emails and in-app notifications whenever your vendor uploads documents, adds comments or updates any details.</p> <p><strong>Notify my vendor when I comment or reject the documents</strong></p> <p>Enabling this option notifies your vendor via an email whenever you add a comment or reject the documents they had uploaded.</p> <p><strong>Allow vendors to update their contact details in the portal</strong></p> <p>Enabling this option allows your customers to add/edit their shipping/billing addresses, custom fields and other contact details in case of any changes.</p> <p><strong>Allow vendors to upload documents</strong></p> <p>Enabling this option allows vendors to upload PDFs or images of transactions that support your purchase. You can view the document and accept it to create a bill in Zoho Inventory.</p> <p><strong>Autoscan uploaded documents</strong></p> <p>Enabling this option will capture the important data from the documents that are uploaded by the vendor and will be used to create bills easily.</p> <p><strong>Allow vendors to accept/reject purchase orders</strong></p> <p>Enabling this option provides vendors the ability to accept or decline the purchase orders in the Vendor Portal.</p> <p><strong>Banner Message</strong></p> <p>The banner message will be displayed in the Home screen of the vendor portal. For example, you can say “Welcome to Zylker. 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