Vendor Portal Guide

A guide for vendors on using the SubBase Vendor Portal

Overview

The Vendor Portal is a web interface that allows vendors to interact with their customers who use SubBase. As a vendor, you can use the portal to:

• View and confirm purchase orders
• Submit quotes for RFQs
• Update delivery status
• Upload documentation
• Communicate with buyers

---

Getting Started

Receiving Your Invitation

When a SubBase customer invites you to the Vendor Portal:

1. You’ll receive an email invitation
2. Click the link to set up your account
3. Create a password
4. Access the portal

Logging In

1. Go to Portal

   Visit the Vendor Portal URL provided in your invitation.

2. Enter Credentials

   Enter your email and password.

3. Access Dashboard

   You’ll see your vendor dashboard with pending actions.

---

Portal Dashboard

Your dashboard shows:

• Pending Orders – Orders needing confirmation
• Quote Requests – RFQs awaiting your response
• Upcoming Deliveries – Scheduled shipments
• Recent Activity – Latest communications

---

Managing Purchase Orders

Viewing Orders

1. Click Orders

   Navigate to Orders from the menu.

2. Select an Order

   Click on an order to view details.

3. Review Details

   View materials, quantities, pricing, and delivery information.

Order Details Include

• Order number
• Customer and project information
• Line items with quantities and prices
• Requested delivery dates
• Delivery addresses
• Special instructions

---

Confirming Orders

When you receive a new order:

1. Review the Order

   Check all details are correct.

2. Verify Availability

   Confirm you can fulfill the order as requested.

3. Click Confirm

   Click Confirm Order to acknowledge.

4. Add Notes (Optional)

   Include any notes about the order.

The customer is notified that you’ve confirmed.

If You Can’t Fulfill

If there are issues:

1. Click Reply or Contact Buyer
2. Explain the issue (stock, timing, pricing)
3. Propose alternatives
4. Wait for customer response

---

Responding to Quote Requests

Viewing RFQs

1. Go to Quotes

   Navigate to Quote Requests or RFQs.

2. Select Request

   Click on an RFQ to view details.

3. Review Materials

   See what materials the customer needs pricing for.

Submitting a Quote

1. Click Submit Quote

   Click Submit Quote on the RFQ.

2. Enter Pricing

   Add your unit price for each line item.

3. Set Validity

   Enter how long the quote is valid.

4. Add Terms

   Include any terms or conditions.

5. Submit

   Click Submit Quote to send to the customer.

Uploading Quote Documents

If you prefer to submit a PDF quote:

1. Click Upload Quote
2. Select your quote document
3. The customer will receive it for review

---

Updating Delivery Status

Marking Shipments

When you ship an order:

1. Find the Order

   Go to the order in your portal.

2. Click Ship

   Click Mark as Shipped or Update Delivery.

3. Enter Details

   • Shipping date
   • Carrier information
   • Tracking number (if applicable)
4. Save

   The customer is notified of shipment.

Delivery Confirmation

After delivery:

1. Upload delivery documentation
2. Note any issues or changes
3. Customer can confirm receipt on their end

---

Uploading Documentation

Types of Documents

You can upload:

• Delivery tickets
• Packing slips
• Certificates of compliance
• Material certifications
• Test reports

How to Upload

1. Open the Order

   Navigate to the relevant order.

2. Click Attachments

   Go to the Documents or Attachments section.

3. Upload File

   Click Upload and select your file.

4. Add Description

   Describe what the document is.

5. Save

   The document is attached to the order.

---

Communication

Messaging Buyers

To contact the customer:

1. Open the Order

   Go to the relevant order or request.

2. Click Message

   Click Send Message or Contact Buyer.

3. Write Message

   Type your message.

4. Send

   The customer receives your message.

Receiving Messages

When customers message you:

• You’ll receive an email notification
• Messages appear in the portal
• Reply directly from the portal or email

---

Account Settings

Updating Your Profile

1. Click Profile

   Go to your account settings.

2. Update Information

   Edit company info, contacts, or preferences.

3. Save

   Changes are saved to your profile.

Managing Portal Users

If you have multiple people who need access:

1. Go to Users or Team settings
2. Add additional email addresses
3. Set their permissions
4. They’ll receive invitations

---

Mobile Access

The Vendor Portal works on mobile devices:

• Access from any browser
• View orders on the go
• Quick status updates
• Upload photos of delivery tickets

---

Common Questions

I didn't receive my invitation

Check your spam folder. Contact your customer to resend the invitation.

I forgot my password

Click “Forgot Password” on the login page to reset.

How do I change the order?

Contact the buyer through the portal. You cannot modify orders directly—the customer must issue a change.

Can I see all my customers?

Each customer who invites you appears in your portal. You’ll see orders from all connected customers.

How do I update my pricing?

Submit updated pricing when responding to quotes, or send a new price sheet to your customer contact.

---

Best Practices

Respond Quickly

Confirm orders and respond to RFQs promptly.

Update Status

Keep delivery status current so customers know what to expect.

Upload Documentation

Attach delivery tickets and certifications for easy reference.

Communicate Issues

If there are problems, notify the customer right away.

---

Need Help?

If you have questions about the Vendor Portal:

1. Contact the SubBase customer who invited you
2. They can help with order-specific questions
3. For technical issues, ask them to contact SubBase support