This article outlines the actions Vendors can perform in the Contracts Management module via their dedicated portal, helping Buyers (Organisations) understand the vendor experience.
Prerequisites
The Contracts Management module must be the advanced version.
The Vendor must have been invited by your organisation to access the portal.
Vendor access and permissions are determined and managed by your organisation.
How Vendors Access the System
When your organisation invites a vendor, they receive an email notification containing a unique login link, their username (email address), and an initial password.
Crucial Note for Vendors: Each organisation using the system has a unique login link.
Password Change: After logging in with the temporary password, vendors can change it via user icon > Edit your profile > Change Password.
| Vendor Task | Link to Detailed Vendor Article |
|---|---|
| View and Manage Contracts | How to View and Manage Contracts as a Vendor |
Vendor Contracts Dashboard and Overview
Upon logging in, vendors see options for Contracts Management and Company Profile.
Contracts Dashboard Sections
The Contracts Management section displays the Contracts Dashboard, where vendors can view their accessible contracts and perform permitted actions. The dashboard includes:
My Contracts: List of all contracts the vendor has access to.
Requests for Information: Questions the vendor has asked about their contracts.
KPI Performance: List of KPIs where vendors record review period results.
Payment Certificates: List of payment certificates added to their contracts.
Work Orders: List of work orders added by your organisation (vendors cannot submit their own).
My Submissions: List of all pending and historical approval submissions.
Viewing Contract Details
A vendor can click on a contract name in the My Contracts section to open a detail pop-up.
The contract details include the following tabs:
Overview Tab: Contains Details (high-level info, organisation role assignments), Duration (initial, current, maximum end dates), Value (initial and current value including variations), and Documents (view/upload permitted files).
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Vendor Details Tab: (Labelled as 'Vendor', 'Contractor', etc.) Allows the vendor to:
View/Update Company Profile (via the View Vendor Record button).
Review/Link Contacts for contract-specific personnel.
Review/Link Compliances (e.g., insurance certificates).
Registers Tab: Only visible if your organisation has permitted the vendor to perform actions against the contract.
Actions Vendors Can Perform Against Contracts
If permitted, vendors can submit Variations, Extensions, Payment Certificates, Requests for Information, and Performance Review Results.
Submitting Contract Actions
Vendors can start an action in one of two ways:
Contracts Dashboard: Use the Contract Specific Actions section at the top.
Contract Details: Navigate to the Registers tab (if visible) and click the + button for the desired action.
| Vendor Task | Summary for Buyer | Link to Detailed Vendor Article |
|---|---|---|
| Raise an Extension | Vendor specifies duration (date or period) and value (excluding tax), and uploads attachments. |
How to Raise a Contract Extension as a Vendor |
| Raise a Variation | Vendor provides title, details, category, selects variation types (duration, value, T&Cs), and uploads attachments. |
How to Raise a Contract Variation as a Vendor |
| Raise a Payment Certificate | Vendor enters issue date, invoice number, itemised claims (description, rate, amount), retention sum, and tax percentage. |
How to Raise a Payment Certificate as a Vendor |
| Submit a Request for Information (RFI) | Vendor submits a question and attaches documents. The Contract Manager is notified and can respond via the system. |
How to Submit a Request for Information as a Vendor |
| Submit Performance Review Results | Vendor accesses the KPI period, enters achieved value and result date, and can add file notes or attachments before submission. |
How to Submit KPI Performance Results as a Vendor |
Approvals and Company Profile Management
Submitting for Approval
After completing an Extension, Variation, or Payment Certificate, or updating their Company Profile, the vendor must submit the action for your organisation's review and approval.
Vendor selects the Prepare approval submission button.
On the Approval Submission page, they can add notes and attachments.
They click Submit to notify the automatically populated list of required approvers.
Vendors can track the status of their submissions in the My Submissions section of the Contracts Dashboard.
| Vendor Task | Link to Detailed Vendor Article |
|---|---|
| Review Approval Submissions | How to Review Approval Submissions as a Vendor |
Viewing and Updating Company Profile
Vendors can access their Company Profile from the Home page.
If changes are needed, they click Update Details to edit their company name, business number, contact, and address.
Profile changes are typically subject to review and approval by your organisation.
| Vendor Task | Link to Detailed Vendor Article |
|---|---|
| Update Company Profile | How to Update Your Company Profile as a Vendor |
Troubleshooting
"Can't log in": Ensure the vendor is using the unique link provided for your organisation.
"Can't perform an action": Confirm that the vendor's permissions (roles) managed by your organisation allow them to access the Registers tab and submit that specific action.