Overview

You can set Zahara to allow individual suppliers to login to Zahara and see their Purchase Orders and Invoices. You can even allow them to create their own invoices, or match them against existing orders. We recommend you use this sparingly though. 

1

How it works

  1. Make sure you have enough spare user licenses to create user accounts for individual suppliers
  2. Create a user account and set relevant permissions – see below 
  3. Set a manual password 
  4. Lock the new supplier user account to the supplier 
  5. Login as the supplier and test – can you see only the things you want them to see? 
2

Create your user account

Create your supplier user in the usual way. If you give them a Job Title of “Supplier Portal“, they can be hidden or shown in your admin user panel using the dedicated button for this. Next set the permissions correctly for the user. We would recommend something like this: 
 
 
 
This would allow the user to see all Purchase Orders, but create Invoices against them. You could even enable Product update or create so they can edit their own product-set and pricing.
3

Assign to a Division

You need to assign the user account to at least one Division. Tick the user account in the left panel and select the Division in the panel below. Click Add. 
Do not set a Dashboard tab, so dont provide them with any ticks on the role as shown below – when you expand the Division on the right hand panel. 
 
 
On the left of the screen, you can set the password manually as well so you can login and test that before releasing it to the supplier 
4

External Login User

Now head into the supplier records and lock this user account to the supplier record. You select a user in the External Login field. This locking is for one user account per Business Unit. So your supplier can’t be expected to switch business units. They login and do basic tasks for one BU.

 

5

Testing

Now login as this user – perhaps on a separate web browser – and see what the supplier will see. Make sure you are happy with the functionality. The user can only see their own supplier record or record invoices against their own supplier record. 

6

Send a confirmation email to a supplier on invoice approval

One thing you can do is send an email to a supplier when an invoice has been approved. So clearly DHL or Fedex won’t care about this, but a sub-contractor might appreciate the gesture so you can create an Invoice workflow step to “send an email” and have a condition on their where the Supplier Type = ‘Sub Contractor’ (as an example and you then update the supplier type field on the supplier records where you want this to happen. ) The TO: element of the workflow step can be the variable of supplier email.