How it Works

Supply Chain Made Faster & Better

How Vendora Works

One Connected Vendor Management Workflow from Forecast to Payment

Vendora connects buyers, vendors, finance teams, admins and ERP/SAP data into one controlled procurement workflow. Track every RFQ, PO, ASN, GRN, invoice, payment update and exception without scattered emails or manual follow-ups.

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End-to-End Flow
Forecast RFQ PO ASN GRN Invoice Payment
Process Diagram

One Visible Procurement Process

Vendora gives procurement teams a clear process view across supplier onboarding, purchase execution, delivery tracking, invoice visibility and audit reporting.

  1. 01

    Forecast / Demand

    Buyer or ERP planning source identifies demand, schedule, material, quantity and delivery requirement.

  2. 02

    Vendor Onboarding

    Supplier profile, documents, bank details, tax information and approval data are collected digitally.

  3. 03

    RFQ / PR

    Buyer creates RFQ or purchase request and invites structured vendor responses with pricing and remarks.

  4. 04

    PO Release

    Approved purchase orders are released to vendors through Vendora from ERP/SAP or procurement workflows.

  5. 05

    Vendor Confirmation

    Vendors accept, reject or request changes with clear remarks, timestamps and exception records.

  6. 06

    Delivery Update

    Vendors update commitment dates, partial quantities, readiness status, delays and reason codes.

  7. 07

    ASN / Dispatch

    Advance shipment notices, vehicle details, transporter information and dispatch documents are captured.

  8. 08

    GRN / Quality

    Stores and quality teams record receipt, inspection results, shortages, rejections and discrepancy details.

  9. 09

    Invoice / Payment

    Vendors submit invoices and track accounting status, hold reasons, payment progress and closure updates.

  10. 10

    Reports / Audit

    Dashboards, exception reports and audit logs show every action, owner, document and approval trail.

Operating Model

Controlled Across Buyers, Vendors and Admins

Vendora separates responsibilities clearly so supplier communication becomes a governed workflow, not an email chain.

Buyer View

Release RFQs and POs, monitor acknowledgements, track dispatches, review GRN issues and resolve exceptions.

Vendor View

Complete onboarding, respond to RFQs, confirm POs, create ASNs, upload invoices and track payment status.

Admin View

Configure users, roles, approval matrices, document rules, ERP/SAP mappings and audit access.

ERP / SAP Integration

Vendora Connects to ERP/SAP Without Replacing It

ERP/SAP remains the system of record. Vendora becomes the supplier-facing system of engagement for collaboration, status visibility, document collection, exception handling and reporting.

Typical Integration Checkpoints

  • Vendor master and supplier profile mapping
  • PO and schedule-line publishing
  • ASN and dispatch document capture
  • GRN and quality status visibility
  • Invoice validation and status synchronization
  • Payment visibility for supplier self-service
Data Flow

How Procurement Data Moves Through Vendora

Vendora keeps transaction context connected so every PO, ASN, GRN, invoice and payment record can be traced back to the supplier and purchase requirement.

Input

ERP / Buyer Data

Vendor master, material code, PO, schedule line, plant, quantity, delivery date, tax and buyer group.

Vendor Response

Portal Updates

Acknowledgement, quote, delivery commitment, ASN, dispatch documents, invoice and exception remarks.

Internal Validation

Procurement Checks

Approval, document validation, PO/ASN/GRN matching, quality status and invoice hold or release decision.

Output

Reports and Status

Dashboards, open PO, delayed ASN, GRN mismatch, invoice aging, payment status and audit trail.

Approvals and Escalations

Where Controls Happen in the Procurement Process

Vendora helps teams define approval points for onboarding, RFQs, PO changes, ASN validation, GRN exceptions and invoice holds.

Supplier activation approval

Used when vendors submit onboarding data, bank details, tax details or compliance documents.

RFQ and commercial approval

Used when quote value, price variance, lead time or vendor selection exceeds configured thresholds.

PO change approval

Used when quantity, delivery date, schedule line, price or acknowledgement differs from the original PO.

ASN and GRN exception approval

Used when shipment quantity, dispatch document, receipt quantity or quality result does not match rules.

Invoice hold or release approval

Used when invoice documents are missing, PO/GRN matching fails or finance needs buyer clarification.

Reports

Reports Produced from the Process

Vendora gives procurement, supply chain and finance teams visibility into open work, delays, exceptions and audit history.

Open PO Report

Shows purchase orders pending 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.

Audit Trail Report

Shows who changed what, when it changed, which document supported it and who approved it.

FAQs

How Vendora Works: Common Questions

Direct answers for procurement, finance, IT and supply chain teams evaluating Vendora.

Does Vendora replace SAP or ERP?

No. Vendora works with ERP/SAP as a supplier-facing engagement layer for collaboration, visibility and document workflows.

Can vendors track PO, GRN, invoice and payment status?

Yes. Vendors can view permitted transaction statuses such as PO acknowledgement, ASN, GRN, invoice hold and payment progress.

Who uses Vendora inside the organization?

Procurement, purchase, supply chain, finance, stores, quality, IT and admin teams can use Vendora based on role permissions.

How does Vendora reduce manual follow-ups?

It gives every transaction a status, owner, document trail, notification trigger and escalation path.

How can we see Vendora mapped to our process?

You can book a process demo to review your onboarding, RFQ, PO, ASN, GRN, invoice and payment workflow.

Map Vendora to Your Procurement Process

Walk through your current forecast, onboarding, RFQ, PO, ASN, GRN, invoice, payment and escalation process. See where Vendora can improve visibility, control and vendor collaboration.

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