Vendor Portal - Enterprise Operations

Overview

Vendor Portal (in the Procurement & Vendor module) is the master directory of suppliers used across Purchase Orders and RFQ Management. Each vendor record tracks contact details, location, payment terms, currency, a 0–5 performance rating, on-time delivery rate, and cumulative order/spend totals.

Shared Vendor Directory

Vendors created here are the same vendors selectable in Purchase Orders and RFQ Management — there is one vendor directory shared across all three Procurement & Vendor screens, not separate per-screen lists.

Stat Tiles

Total Vendors, Active count, Average Rating, and Total Spend are summarized at the top of the screen and update live as you filter.

Performance Rating

A 0–5 star rating per vendor, color-coded green (≥4), amber (≥3), or red (below 3) for quick visual scanning.

Bulk Selection

Select multiple vendors and bulk-delete them from a toolbar that appears above the table.

AI Assistant

A collapsible chat panel answers performance, risk, and spend-concentration questions using the currently filtered vendor list.

CSV Export

Export the currently filtered vendor list to CSV — code, name, contact, status, terms, rating, on-time %, orders, and spend.

Full Localisation

Every label, status badge, and column header is available in English and Turkish.

Quick Start

Open Vendor Portal under the Procurement & Vendor sidebar group.
Click Add Vendor. The form opens as a modal (or right panel, depending on Add Record Mode in Settings → Appearance).
Fill in Company Name and Code, plus contact person, email, and phone.
Set Status (defaults to Active), Country/City, Payment Terms, and Currency.
Set an initial Rating (0–5) if known, then Save.
The new vendor immediately becomes selectable in Purchase Orders and RFQ Management (if its status is Active).

Vendor Status

Status controls whether a vendor is selectable elsewhere in the module, not just a display label.

Status	Meaning	Selectable in PO / RFQ?
Active	Approved and in good standing.	Yes
Inactive	Temporarily not in use — no orders should be placed.	No
Pending Review	New or flagged vendor awaiting approval.	No
Blacklisted	Disqualified from future business.	No

Only Active Vendors Appear in Order Forms

The vendor dropdowns in Purchase Orders and RFQ Management's "Add Response" form filter to status === 'active' only. If a vendor is missing from those dropdowns, check its status here first.

Toolbar Controls

Control	Function
Export CSV	Downloads the currently filtered vendor list as a UTF-8 CSV file.
Add Vendor	Opens the new-vendor form (modal or slide-in panel).
Search	Filters by name, code, contact person, email, country, or city in real time.
Filter pills (All / Active / Inactive / Pending Review / Blacklisted)	Narrows the list to vendors of the selected status, each with a live count.
Refresh	Re-fetches the vendor list from the server.

Vendor Table

Columns: Code, Name, Contact, Email, Location, Status, Rating, On-Time %, Orders, Spend, and Actions (Edit / Delete). The On-Time % column renders as a small progress bar, colored green (≥90%), amber (≥70%), or red (below 70%).

Multi-Select and Bulk Delete

A checkbox column sits to the left of the Code column, using the shared SelectCheckbox component — the same shape, color, and size settings used across every "My Workspace" list screen (Settings → Appearance → List Style). The header checkbox selects or clears every vendor currently in view.

When one or more vendors are selected, a bulk-action toolbar appears above the table with the selected count and two buttons: Cancel (clears the selection) and Delete (removes every selected vendor after confirming).

AI Assistant

A collapsible AI Assistant panel lives on the right edge of the Vendor Portal screen. Click the vertical "AI Assistant" tab (marked with a sparkle icon) to open it; click the same tab, the header close button, or the left-edge collapse tab inside the panel to close it again. The panel supports Fullscreen mode, chat History with New Chat, and saving a reply directly as a Report.

Ask it directly, or use one of the built-in suggested prompts:

Flag vendors with low ratings or poor on-time delivery — surfaces vendors that may need a corrective conversation.
Highlight blacklisted or pending-review vendors with recent activity — a risk check for status/activity mismatches.
Which vendors have the highest spend concentration? — flags over-reliance on a single supplier.
Help me set up a new vendor record — proposes payment terms, currency, and initial status for a described new supplier.

Opening the panel does not cover the vendor table — the main content area shrinks to make room on the right, so the table stays visible at a narrower width while you chat. Closing the panel restores the table to full width.

The assistant answers using whichever AI provider is configured under Settings → Agentic, so it works whether your tenant is set up for the hosted API, a local CLI, or a fully client-side model.

Frequently Asked Questions

Are Total Orders and Total Spend editable?

No. Those two fields are cumulative figures maintained by the system as purchase orders against the vendor are created and received — they start at zero for a new vendor and are not directly editable in the vendor form.

What happens if I delete a vendor that has existing purchase orders?

The vendor record is removed from Vendor Portal, but existing purchase orders referencing that vendor are not deleted — they retain the vendor name text they were created with. Consider setting the vendor to Inactive or Blacklisted instead of deleting if you need to preserve full order history context.

Can I undo a bulk delete?

No. Bulk delete permanently removes every selected vendor — there is no undo. Review the selection carefully in the bulk-action toolbar before clicking Delete.

Why is a vendor I just created missing from the Purchase Order form?

Only vendors with status Active appear in the Purchase Order and RFQ response vendor dropdowns. New vendors default to Active, but if you set a different status on creation, switch it to Active in Vendor Portal.

What currency should I set for a vendor?

Set the vendor's typical invoicing currency. This becomes the default currency pre-filled when creating a new Purchase Order for that vendor, though it can still be changed per order if needed.

Why does the AI Assistant say it has no vendors to analyze?

The assistant's suggested prompts are disabled (and the panel shows a "no data" message) when the currently filtered vendor list is empty — for example, if you're on the "Blacklisted" filter pill and have no blacklisted vendors. Switch filters or clear the search box to see results.