How Vendora Works
From forecast to payment, Vendora gives buyers and vendors one controlled procurement workflow.
Vendora works as a vendor-facing procurement portal connected to your internal buying process and ERP/SAP data. Buyers release work, vendors respond with structured updates, admins control rules and access, and finance gets cleaner invoice and payment visibility. This process page explains the user journey, data flow, approval flow, integration flow, notification triggers, reports and escalation steps that support the full vendor management lifecycle.
Instead of depending on scattered emails, phone calls and offline spreadsheets, Vendora creates a shared process where every transaction has a status, owner, document trail and next action. The page below can be used directly as a crawlable process page and as source content for visual diagrams, sales walkthroughs and implementation discovery.
Process diagram
One visible procurement process diagram
This diagram shows the recommended end-to-end process. It can be converted into an SVG, infographic or interactive website diagram without changing the underlying content.
Demand, schedule or requirement is identified by buyer or ERP planning source.
Supplier profile, documents, bank/tax details and approvals are completed.
Buyer creates RFQ or purchase request and invites vendor response.
Approved PO is published to the vendor portal from ERP/SAP or procurement workflow.
Vendor acknowledges, confirms, rejects or requests changes with remarks.
Vendor updates commitment date, partial quantity, delay reason or readiness.
Vendor creates advance shipment notice and uploads logistics documents.
Buyer/stores/quality teams record receipt, inspection, shortages or rejection.
Vendor submits invoice and tracks accounting, hold and payment status.
Dashboards, exception reports and audit logs show every action and owner.
Operating model
How the process is controlled across buyers, vendors and admins
Vendora separates responsibility clearly. Buyers own procurement execution, vendors own supplier-side response and documentation, and admins own process governance. This role clarity is what turns vendor communication into a controlled workflow rather than an email chain.
At each stage, the system records who created the transaction, who updated it, which documents were uploaded, which rule approved it, which user was notified, and which exception remains open. That history becomes the operational record for procurement, finance, quality and audit review.
Core principle
ERP/SAP remains the system of record. Vendora becomes the system of engagement for supplier collaboration, status visibility, document collection, exception handling and reporting.
This gives vendors a simple portal experience without exposing full ERP access, while internal teams keep control over master data, approvals, financial posting and audit history.
Buyer / vendor sequence table
What the buyer does, what the vendor does, and what the system captures
| Step | Buyer / internal action | Vendor action | System output |
|---|---|---|---|
| Forecast / demand | Reviews requirement, plant, material, quantity and delivery date. | May view forecast or schedule visibility where configured. | Demand record, buyer owner, planning reference and procurement trigger. |
| Vendor onboarding | Invites supplier and reviews submitted documents. | Completes profile, uploads documents and confirms contact details. | Supplier profile, document status, approval trail and vendor master readiness. |
| RFQ / quotation | Creates RFQ, invites vendors and compares responses. | Submits quote, lead time, remarks and attachments. | Quote comparison, negotiation history and supplier selection record. |
| Purchase order | Releases approved PO and monitors acknowledgement. | Accepts, rejects or requests change with reason. | PO acknowledgement status, date/time stamp and exception record. |
| Delivery commitment | Tracks promised date, partial quantity and delay risk. | Updates readiness, revised schedule or delay reason. | Commitment log, delay category and escalation trigger. |
| ASN / dispatch | Reviews shipment details and receiving readiness. | Creates ASN, adds vehicle/transporter details and uploads documents. | ASN record, document checklist, expected arrival and PO linkage. |
| GRN / quality | Stores/quality records receipt, inspection, acceptance or rejection. | Views GRN or rejection status and responds to discrepancy. | GRN status, accepted/rejected quantity, quality note and corrective action trail. |
| Invoice / payment | Finance validates invoice, hold reason and payment status. | Uploads invoice, links PO/GRN and checks payment progress. | Invoice status, mismatch report, payment visibility and finance audit trail. |
Data-flow section
How procurement data moves through Vendora
Data should not be retyped at every stage. Vendora keeps transaction context connected so that PO, ASN, GRN, invoice and payment records can be traced back to the original supplier and purchase requirement.
ERP / buyer data
Vendor master, material code, PO, schedule line, plant, quantity, delivery date, tax and buyer group.
Portal updates
Acknowledgement, quote, delivery commitment, ASN, dispatch documents, invoice and exception remarks.
Procurement checks
Approval, document validation, PO/ASN/GRN matching, quality status, invoice hold or release decision.
Reports and ERP status
Dashboards, open PO, delayed ASN, GRN mismatch, invoice aging, payment status and audit trail.
Integration flow
How ERP/SAP integration works
Vendora can sit between the ERP/SAP environment and the supplier-facing portal. ERP/SAP can provide source records such as vendor master, purchase orders, material information, schedule lines, GRN status, invoice status and payment status. Vendora presents the permitted information to vendors in a controlled interface and captures structured responses from the supplier side.
When the vendor submits an acknowledgement, ASN, invoice or exception response, Vendora can validate the required fields, keep a portal record and, where configured, send approved data back to ERP/SAP or create an integration queue for review. This keeps internal financial and material records governed while reducing manual vendor follow-up.
Typical integration checkpoints
- Vendor master and supplier profile mapping.
- PO and schedule-line publishing from ERP/SAP to Vendora.
- ASN and dispatch document capture from vendor portal.
- GRN and quality status visibility back to supplier.
- Invoice submission, validation and status synchronization.
- Payment status visibility for controlled supplier self-service.
- Integration error queue for missing fields, mapping issues or failed syncs.
Approval flow
Where approvals happen in the process
Supplier activation approval
Required when a new vendor submits onboarding data, bank details, tax details or compliance documents. Approval can depend on document completeness, buyer review, compliance review and finance verification.
RFQ and commercial approval
Required when quote value, vendor selection, price variance, lead time exception or commercial terms exceed configured thresholds.
PO change approval
Required when quantity, delivery date, schedule line, price or vendor acknowledgement creates a deviation from the original purchase order.
ASN validation approval
Required when shipment quantity, dispatch document, PO reference or expected arrival date does not match the configured rules.
GRN and quality exception approval
Required when accepted quantity differs from shipped quantity, quality rejects material or a supplier disputes receipt status.
Invoice hold or release approval
Required when invoice documents are missing, PO/GRN matching fails, payment is blocked or finance needs buyer clarification.
Notification triggers and escalation steps
How Vendora keeps work moving
Notification triggers
- New vendor invited or onboarding document submitted.
- RFQ published, quote submitted or quote deadline approaching.
- PO released, accepted, rejected or pending acknowledgement.
- Vendor commitment date changed or delivery risk detected.
- ASN created, missing document identified or expected arrival updated.
- GRN posted, short receipt recorded or quality rejection created.
- Invoice uploaded, invoice mismatch found, hold reason added or payment status updated.
Escalation steps
- Step 1: System identifies missed deadline, mismatch, missing document or pending approval.
- Step 2: Responsible owner receives notification with transaction context.
- Step 3: Buyer, vendor or finance user adds comment, document or correction.
- Step 4: If unresolved, the issue moves to supervisor, procurement head or finance owner based on category.
- Step 5: Closure requires status update, owner action and audit trail entry.
Reports
Reports produced from the process
Open PO report
Shows purchase orders pending vendor acknowledgement, shipment or closure.
Vendor response report
Shows RFQ responses, PO confirmations, rejection reasons and delayed replies.
ASN and dispatch report
Tracks expected arrivals, missing documents, dispatched quantity and shipment delays.
GRN and quality report
Shows accepted quantity, rejected quantity, inspection status and discrepancy records.
Invoice aging report
Shows submitted, accounted, held, rejected and paid invoices by vendor or period.
Payment visibility report
Shows payment status, hold reason, payment date and vendor communication status.
Exception report
Shows unresolved issues by category, owner, SLA, priority and transaction type.
Audit trail report
Shows who changed what, when it changed, what document supported it and who approved it.
Buyer journey
Buyer view
- Review demand and supplier assignment.
- Release RFQ or PO.
- Monitor vendor acknowledgement and commitment.
- Track ASN, GRN and quality exceptions.
- Resolve invoice mismatch and payment queries with finance.
Vendor journey
Vendor view
- Complete onboarding and document submission.
- Respond to RFQ or PO.
- Update dispatch readiness and ASN.
- Check GRN, rejection or quality status.
- Submit invoice and track payment progress.
Admin journey
Admin view
- Configure users, roles and permissions.
- Set approval matrices and document rules.
- Manage ERP/SAP mappings and sync controls.
- Monitor failed integrations and exception categories.
- Maintain audit and reporting access.
Process demo CTA
Map Vendora to your procurement process.
Book a demo to walk through your current forecast, onboarding, RFQ, PO, ASN, GRN, invoice, payment and escalation process. Vendora can show where buyers, vendors, finance, admins and ERP/SAP data fit into one governed workflow.
![A modern smartphone showing the [Vendor Portal Management System] dashboard for on-the-go vendor collaboration.](https://www.vendorascmsoftware.com/wp-content/themes/vendora/images/phone.webp){kind=small}
