A Procurement & Supplier Onboarding Portal built using Power Pages serves as a centralized platform where companies can manage their procurement processes and efficiently onboard new suppliers. This portal allows companies to streamline procurement workflows, ensure compliance, and maintain a structured process for managing supplier relationships. Below are key features, components, and use cases for building a Procurement & Supplier Onboarding Portal:
Key Features
- Supplier Registration and Onboarding
- Supplier Sign-Up Form: New suppliers can register by filling out a detailed form with information like company name, contact details, business classification, certifications, and references.
- Document Upload: Suppliers can upload required documents like tax certificates, business licenses, insurance, quality assurance certifications, and other compliance documents.
- Approval Workflow: Automate the approval process for new suppliers by integrating with workflows. Admins or procurement officers can review and approve supplier applications.
- Supplier Profile: Once approved, suppliers are provided with an account that holds their profile, contact details, and essential documents for easy access.
- Supplier Qualification
- Qualification Criteria: Companies can define qualification criteria for suppliers (e.g., quality standards, delivery capabilities, financial health, etc.), which suppliers must meet before being approved.
- Automated Scoring: Use an automated scoring system to evaluate supplier responses to qualification forms, reducing manual evaluation work and ensuring consistency.
- Document Verification: Ensure that uploaded documents are validated for authenticity, expiration dates, and other regulatory requirements.
- Procurement Request Submission
- RFQ (Request for Quote): Customers or internal teams can submit a request for quotation for products or services they need, which will be sent to a list of pre-approved suppliers.
- Purchase Order Creation: Once a quote is accepted, suppliers can generate purchase orders (POs) through the portal. This ensures a streamlined procurement process and prevents errors.
- Supplier Response: Suppliers can submit bids or quotes directly through the portal, view the requests, and track the status of each procurement process.
- Supplier Performance Management
- Supplier Evaluation: After each procurement cycle or project, companies can assess the supplier’s performance based on criteria like delivery timeliness, quality of goods, and overall customer satisfaction.
- Automated Feedback: Automatically send performance feedback surveys to internal teams or customers who interacted with the supplier’s products or services.
- Supplier Scorecard: Create a scorecard that tracks supplier performance over time and allows managers to make data-driven decisions on future procurement processes.
- Order and Invoice Management
- Order Tracking: Suppliers and procurement teams can track the status of current orders, shipments, and expected delivery dates.
- Invoice Submission: Suppliers can upload invoices for orders, while procurement teams can review, approve, or dispute invoices based on agreed terms.
- Payment Status: Suppliers can check the status of their payments and ensure timely receipts according to contract terms.
- Compliance and Documentation
- Regulatory Compliance: Ensure suppliers meet industry-specific regulations (e.g., ISO standards, environmental regulations) by tracking certification expiry dates and maintaining updated records.
- Contract Management: Suppliers and procurement teams can manage contracts, including renewals, amendments, and expiration dates.
- Audit Trail: Keep a comprehensive audit trail of all interactions, contracts, and communications with suppliers for compliance and audit purposes.
- Communication and Collaboration
- Supplier Communication Hub: A built-in messaging system for suppliers and procurement teams to discuss quotes, agreements, or other procurement-related matters.
- Notifications and Alerts: Notify suppliers of important updates, such as new RFQs, PO approvals, or payment statuses.
- Documentation Sharing: Allow suppliers to share important documents (e.g., delivery schedules, quality reports) in a secure, easily accessible format.
- Reporting and Analytics
- Procurement Dashboard: A real-time dashboard for procurement teams to track orders, supplier performance, and contract statuses.
- Supplier Analytics: Provide reports on supplier performance, delivery times, and quality standards, enabling data-driven decision-making in procurement.
- Cost Analysis: Track procurement costs, identify cost-saving opportunities, and analyze trends over time.
- Supplier Portal Customization
- Supplier Preferences: Allow suppliers to customize their portal experience by setting preferences for communication, order types, and payment methods.
- Bulk Upload Capability: Suppliers can upload multiple documents or product catalogs in bulk to expedite onboarding and procurement processes.
- Mobile Responsiveness
- Mobile-Ready: Ensure the portal is mobile-friendly for suppliers to access on-the-go, upload documents, check order statuses, and receive notifications via mobile devices.
Technical Components
| Component | Purpose |
|---|---|
| Dataverse | Store supplier profiles, documents, procurement records, and evaluation data |
| Entity Forms | Capture supplier registration, RFQs, order details, invoices, and other forms |
| Entity Lists | Display lists of suppliers, orders, RFQs, and invoices for easy tracking |
| Power Automate | Automate workflows like supplier registration approval, RFQ submission, or invoice processing |
| Power BI | Provide visual reports on procurement spend, supplier performance, and procurement cycles |
| Power Virtual Agent | Offer automated support for suppliers, providing answers to common questions about registration, procurement, and payment processes |
| Liquid Templates | Customize supplier portal pages, forms, and document displays |
| Security Models | Implement role-based access controls to ensure suppliers only see relevant data |
| Web Roles | Control user access based on roles (e.g., suppliers, procurement officers, admins) |
| Web Files | Store downloadable documents like contracts, compliance certificates, and procurement forms |
| API Integrations | Integrate with external systems like ERP (Enterprise Resource Planning) systems for PO generation, payment processing, and order tracking |
| Document Management | Manage all uploaded supplier documents and ensure they are stored securely and in an organized manner |
Supplier Onboarding Flow
- Supplier Registration: Suppliers access the portal and fill in a registration form with their business information, product categories, and compliance certificates.
- Document Upload: Suppliers upload required documents for validation (e.g., insurance certificates, tax identification, quality certifications).
- Approval Process: Procurement officers review the supplier’s registration and approve or reject them based on qualifications.
- Supplier Profile: Once approved, suppliers can log in to their portal and manage their profile, update their details, and upload additional documents.
- RFQ Submission: Procurement teams submit RFQs for products or services they need, and suppliers respond with bids or quotes via the portal.
- Contract and Purchase Order Generation: After negotiations, the contract is finalized, and the PO is generated through the portal.
- Performance Evaluation: Post-purchase, procurement teams rate the supplier’s performance based on delivery times, quality of products, and compliance with contract terms.
- Invoice Processing: Suppliers submit invoices, which procurement teams review for accuracy, approve, and process for payment.
Admin and Procurement Officer Flow
- Admin Dashboard: Admins monitor the portal, review supplier registrations, and manage approval workflows.
- Supplier Management: Admins review supplier profiles, documents, and performance reports to ensure compliance with internal policies.
- RFQ Management: Procurement officers issue RFQs to suppliers, manage responses, and negotiate terms before finalizing POs.
- Contract & Purchase Order Management: Admins oversee the contract generation process and ensure that suppliers comply with the terms outlined.
- Supplier Performance Monitoring: Admins and procurement officers evaluate suppliers periodically based on metrics like product quality, on-time delivery, and communication effectiveness.