Work with suppliers from product details to ready to ship

What Is a Supplier Portal Solution?

Give each supplier one place to review purchase orders, request changes and share documents. Your team sees the same order status and cargo-ready dates.

Core Supplier Portal Capabilities

• Connected Purchase Order Workflow The connected purchase-order workflow includes records for product specifications, CBM calculations, price negotiations, payment approvals, and a document flip that creates a supplier invoice with an optional packing-list record.
• Purchase Order Creation Create POs with line items, pricing, quantities, and delivery terms. A buyer reviews each order before it is sent and can reject it with a recorded reason, and the supplier's own accept-or-reject answer stays on the same purchase order.
• Receiving & Goods Receipt Track received quantities against PO lines, log partial receipts, and record discrepancies on the receipt for follow-up.
• Compliance Documents Track certifications, insurance, and regulatory documents per supplier with expiry alerts and renewal reminders.
• Shipping Portal Handoff An operator creates a shipment and selects the eligible purchase orders to link to it. The operator then separately attaches an issued packing-list document to the chosen shipment; the document remains associated with its purchase order.

SUPPLIER COMMUNICATIONS

Prepare Messages for External Sending

Choose a WhatsApp or email template, edit the message, and open the prepared draft in the corresponding external client.

External WhatsApp and Email Handoff

OLT prepares the selected template and opens an external WhatsApp or email client with the draft ready for review.

Opening the external client does not confirm that a message was sent or delivered, and this handoff does not retain the external message on a purchase-order record.

SOLUTION EVALUATION

Evaluate the Supplier Portal Solution Against Your Workflow

Use these implemented workflow boundaries to decide whether OLT fits the way your buyers and suppliers collaborate.

• Verified workflow fit

  A practical fit for buyer teams that need supplier-facing purchase-order collaboration connected to procurement and shipping records in OLT ERP.

• Scoped supplier access

  Each supplier works with purchase orders assigned to its portal account without seeing unrelated supplier records.

• Purchase-order responses

  Suppliers can review recorded order details, confirm them, or request changes on the connected purchase order.

• Document exchange

  Invoices, packing lists, certificates of analysis, and other required files stay attached to the relevant purchase order.

• Purchase-order status visibility

  Suppliers can review the current lifecycle status, cargo-ready date, container reference, and payment status for each assigned purchase order in the portal.

• ERP synchronization

  Purchase orders and supplier updates stay synchronized with OLT ERP so both sides use the same recorded information.

• Shipping handoff

  An operator creates a shipment and selects the eligible purchase orders to link to it. The operator then separately attaches an issued packing-list document to the chosen shipment; the document remains associated with its purchase order.

SUPPLIER PERFORMANCE

Receipt-Backed Supplier Performance

Compare supplier performance across 90- and 180-day receipt windows. Each metric is withheld until at least three qualifying receipts support it.

• On-Time Receipt Rate

  The share of qualifying receipts recorded on or before their planned date.

• Usable Fill Rate

  Usable received units after damage divided by expected units, capped at the expected quantity.

• Damage/Discrepancy Rate

  The share of inspected receipt lines with damage, a recorded discrepancy, or a quantity mismatch.

• Median Lead-Time Variance

  The median number of days qualifying receipts arrived before or after their planned date.

SUPPLIER ORDERING

Supplier Ordering Portal Workflow

Give each supplier a scoped ordering workflow connected to the purchase order in OLT ERP, from the first review through document sharing and order-status visibility.

1. 01

   Purchase-order receipt

   Suppliers receive the purchase orders assigned to their portal account without seeing unrelated supplier records.

2. 02

   Order review

   The supplier reviews the recorded line items, quantities, pricing, delivery details, and required actions before responding.

3. 03

   Confirmation or change request

   The supplier can confirm the order details or request changes while keeping the response connected to the purchase order.

4. 04

   Document exchange

   Invoices, packing lists, certificates of analysis, and other required files can be uploaded against the relevant purchase order.

5. 05

   Purchase-order status visibility

   Suppliers can review the current lifecycle status, cargo-ready date, container reference, and payment status for each assigned purchase order in the portal.

6. 06

   ERP synchronization

   Purchase orders and supplier updates stay synchronized with the ERP so buyers and suppliers work from the same recorded information.

Supplier Portal Resources

• Supplier Portal

  Learn how OLT Supplier Portal organizes supplier records, catalogs, purchase orders, payments, messages, logistics, inventory, and documents.

• Supplier Portal FAQs

  Answers to common OLT Supplier Portal questions about access, catalogs, CBM, purchase orders, payments, negotiations, messages, and documents.

• Supplier portal solution buyer guide

  Compare nine supplier portal requirements in a printable matrix with factual OLT evidence and concrete demo checks.

• Supplier Portal ERP implementation guide

  The Supplier Portal connects assigned purchase orders, confirmations, documents, compliance records, invoice matching, and notifications with ERP workflows.

Frequently Asked Questions

How does the 8-step procurement workflow improve efficiency?

The workflow keeps product details, purchase-order updates, negotiation, invoice, payment, and packing records connected. Information recorded in one step can populate supported fields in later steps, reducing duplicate entry where those fields are shared. Teams still review each record and enter or correct any missing details before continuing.

Can I negotiate prices directly with suppliers through the platform?

Yes, our dual-party negotiation workflow allows both buyer and supplier to submit proposals, counter-offers, and approvals directly in the system. All negotiation history is tracked for complete transparency and audit trails.

What does the CBM calculator calculate for container planning?

The CBM calculator uses the order quantities, product dimensions, weights, and container reference selected by the user to calculate aggregate volume and weight utilization. These outputs are planning estimates against the entered data and reference limits; customers review container selection and physical loading feasibility with their carrier or freight forwarder.

What happens when procurement is complete?

Handing completed orders to shipping is an explicit step. You create the shipment by entering a container ID, origin, and destination — carrier, ETA, total value, and notes are optional — and by selecting the eligible purchase orders to link to it. Product, quantity, weight, and document values are not copied into the shipment record, and shipment documents are attached separately once the shipment exists.

What trade-document inputs and outputs does the workflow support?

The workflow lets teams record product, quantity, price, packing, HS-code, country-of-origin, and Incoterm details and review the available values in the commercial-invoice and packing-list steps. OLT does not determine product classifications or guarantee that a document is sufficient for a country, shipment, customs authority, or recipient. Customers and their advisers must review classifications, required fields, and document sufficiency before use.

How does supplier invoice review and payment tracking work?

Each supplier invoice carries a recorded status — received, under review, approved, partially paid, paid, or disputed — so your team can see which bills have been reviewed and which are still open. Payments recorded against an invoice keep their method, including wire transfer, and their amount applied to the bill. Reviewers move an invoice to approved themselves; OLT does not route it automatically by amount or payment type.

How are supplier performance scorecards calculated?

Supplier performance scorecards compare 90- and 180-day windows of qualifying receipt evidence. Each metric is withheld as insufficient data until at least three qualifying receipts support it. The available metrics are on-time receipt rate, usable fill rate, damage/discrepancy rate, and median lead-time variance.

Can I bulk-import my existing supplier list?

Yes, you can import suppliers via CSV with fields for company name, contacts, addresses, payment terms, and certifications. The system validates and de-duplicates records during import.