Supplier Portal FAQs
Supplier Portal questions
Who can see the information in my Supplier Portal?
Only users with authorized access within your company and the specific vendors you invite can see relevant data. You have full control over who sees what in your User Settings.
Do I need to manually update my inventory?
No. Because OLT Solutions is an interconnected ERP, your inventory levels update automatically as orders move from "Negotiated" to "Shipped."
Catalog
What does the "My Link" status mean?
This indicates that the supplier's product is correctly mapped to an item in your internal inventory. If it’s linked, your stock levels and descriptions will sync automatically across all modules.
Why is the CBM/Unit so important?
CBM (Cubic Meters) is how shipping lines charge you for space. By having this data in your Catalog, you can use our 3D Planner to perfectly fill a container before you even place the order.
Can I import my products in bulk?
Yes! You can use the Import CSV button at the top of the supplier list. This lets you upload hundreds of products at once. It saves you hours of manual entry.
Orders
Where do the CBM and Weight totals come from?
These are pulled directly from the "Logistics Data" you saved in your Catalog. If these numbers look wrong, you should update the product details in the Catalog module.
How do I see the individual items inside an old order?
Click the chevron ( > ) next to any PO # in your list. This expands an "Accordion View" showing every line item, the unit price, and the current payment status.
Can I track my payments here?
Yes. In the expanded view of any PO, you will see a "Payments" section. This will show you if the order is Unpaid, Partial, or Paid, helping you stay on top of your accounts payable.
Payments
Where does the USD/CAD Rate come from?
The rate is updated periodically to reflect current market conditions. This ensures that the "Converted Amount" you see in your dashboard is as accurate as possible for your financial planning.
Why is an order appearing in the "No Invoice" section?
This happens when your warehouse team marks an order as "Received" in the WMS. However, the supplier has not yet uploaded the final Commercial Invoice to the Documents section. You should contact the supplier via the Messages tool to request the invoice.
Can I pay my supplier directly through this dashboard?
Currently, this section is for tracking and planning. Once you make a payment via your bank, you should log the transaction here or in the Accounting module to clear the "Outstanding" balance.
Negotiate
Does changing the price here automatically update my Catalog?
No. A negotiation is a "request" until it is finalized. Once you and the supplier agree, you can update the price in your Catalog to reflect the new deal.
Can I negotiate for multiple SKUs at once?
Yes! You can start separate negotiations for different items to keep your targets and savings calculations clear and organized.
What does the "Pending" status mean?
This means you have sent your target price or counter-offer. You are now waiting for the supplier to respond. Or, you may be waiting for your internal procurement manager to approve the new terms.
Messages
Do my suppliers get a notification when I message them?
Yes! Depending on their settings, suppliers receive an email notification or a dashboard alert, ensuring they can jump in and respond to your queries immediately.
Can I attach files like PDFs or photos to my messages?
Currently, we recommend uploading formal documents (like Invoices or Packing Lists) to the Documents section for better organization. Use the Messages section for text-based coordination and quick updates.
Is there a way to see if my message has been read?
The system tracks the status of your message. You will see a "SENT" status once it leaves your portal, and the thread will update once the supplier has logged in to view it.
Where this runs in OLT Solutions
These pages document the OLT product area this article covers.
- Supplier portal What the supplier portal module covers for supplier collaboration.
- Contact OLT Discuss custom software, platform access, and the needs of your team.
OLT Solutions is invitation only. Email us to discuss your business and project.