Vendor Portal

As your business grows, it might be difficult to manage all your supplies, keep track of each transaction, collaborate and maintain vendor relations. Which is exactly why Zoho Books has a dedicated portal for your vendors which lets them view and access their transactions. 

Once you enable the portal in Zoho Books, your vendors will be able to: 

Insight: You can allow customers to keep track of their transactions, add comments and collaborate using the Client Portal.

Note: This feature is available only for the users in the Professional or higher plans of Zoho Books.

Enable Vendor Portal

To start off, you will have to enable portal access and invite your vendor or their contact persons you’ve added in Zoho Books. To enable the portal:

Enable Portal


(Or)
Go to the Overview tab and enable portal access under the Other Details section.

Choose Contact Person

You can configure the portal in the preferences section.

Accept the Invitation

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:

They will now be logged into the portal where they can perform various functions. 

Functions in the Vendor Portal

Let us see the functions that can be performed in the vendor portal. 

Home

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:

Home

View Purchase Orders

Documents created by you in Zoho Books 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:

Purchase Orders

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.

Manage Invoices

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 Books. Once accepted, it will be created as a bill in Zoho Books.  

Upload Documents

To upload a transaction document in the portal, your vendors should:

Upload Documents

Insight: Your vendor can upload images and PDFs of the document. The maximum file size for each document is 5MB.

The document will be in the Pending state as soon as it is uploaded. If you accept the document in Zoho Books, it will be converted into an invoice in the Vendor Portal. You will be able to add comments to the document by clicking it. 

View Invoices

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:

View Invoices

Insight: An invoice created by the vendor will be a bill for you (Zoho Books user). Once you accept the document, it will be recorded as a bill in your Zoho Books account.

Add Comments

Track Payments Received

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 Books. This section will show the details of the amount, the payment mode and the reference transaction. To view this, your vendor should:

View Payments

Generate Statement of Accounts

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:

Statement

Create Bills (Zoho Books Users)

You will be able to create bills in Zoho Books based on the document uploaded by the vendor. You can accept the transaction document to create a bill or discuss them in the comments section. To create bills:

Notification All Documents Accept Document

Pro Tip: You can hover over the document and click Convert to Bill to create bills instantly.

Convert to Bill

Other Actions (For Vendors)

Edit Address

The address you have stored in Zoho Books will be visible to your vendors. In case they have changed their address, they can edit them in their portal. To do this:

Edit Address

Insight: Only the person saved as the primary contact by you in Zoho Books will be able to update the address.

Send Email

Your vendor will be able to contact you directly from the portal by sending an email. Here’s how:

Send Email

Change Password

If your vendor’s password is too old or vulnerable, they can an change it easily from the portal. Here’s how:

Change Password

Logout

To logout of the portal:

Vendor Portal Preferences (Zoho Books Users)

The preferences section will allow you to configure the portal.

The custom options available are:

Portal Name
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 customize it.

Notify me for every activity that takes place in the portal
Enabling this option notifies you via emails and in-app notifications whenever your vendor uploads documents, adds comments or updates any details.

Notify my vendor when I comment or reject the documents
Enabling this option notifies your vendor via an email whenever you add a comment or reject the documents they had uploaded.

Allow vendors to update their contact details in the portal
Enabling this option allows your customers to add/edit their shipping/billing addresses, custom fields and other contact details in case of any changes.

Allow vendors to upload documents
Enabling this 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 Books.

Banner Message
The banner message will be displayed in the Home screen of the vendor portal. For example, you can say “Welcome to Zylker. Have a nice day!”

Preferences
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