Vendora Features
12 vendor management modules explained by business problem, workflow, ERP touchpoint and output.
Vendora is not only a supplier portal. It is a procurement collaboration layer that helps buyers, vendors, admins, finance teams, quality teams and leadership work from the same structured workflow. This rewritten Features page explains exactly what each module does, who uses it, what data it captures, which ERP object it connects with, what approval rule applies, what report is produced, what risk is reduced and where the user can book a demo.
Use this page as crawlable product-specific copy for Google, AI search engines and high-intent buyers. The content below turns the current feature list into a detailed buying page that supports sales, implementation discovery and SEO for vendor management software, supplier management software, SAP vendor portal and vendor portal software queries.
Module navigation
Jump to any feature block
Feature detail blocks
Every module includes role, input, output, ERP touchpoint and internal demo link
Role clarity
Each module explains whether the work is owned by buyer, vendor, finance, quality, admin or leadership users.
Input and output
Each block describes what starts the process, what data is captured and what report or status is produced.
ERP connection
Each module includes the likely SAP/ERP object or transaction touchpoint for implementation discovery.
Conversion path
Every feature block links users to a deeper feature page and the product demo page.
Feature module
Vendor Onboarding
Business problem: New suppliers often enter the system through scattered emails, incomplete forms, duplicate documents and manual verification. This slows purchasing and creates inaccurate vendor master data before the first transaction even begins.
Who uses it?
Procurement buyers, vendor management teams, compliance users, suppliers, finance reviewers and system admins.
What starts the process?
A buyer or admin invites a supplier, or a supplier is nominated after sourcing, qualification or management approval.
What data is captured?
Company name, vendor code, address, GST/tax details, bank details, contact persons, product category, certifications, compliance documents, payment terms, service-level expectations and onboarding status.
ERP touchpoint / object
Vendor master, business partner record, purchasing organization, company code, payment terms, tax information and supplier classification.
Approval rule
Supplier profile cannot move to active status until required fields and documents are submitted, checked by the assigned buyer/compliance owner and approved by the configured authority.
Output / report produced
Vendor onboarding status report, pending-document report, approval aging report and supplier master-data readiness report.
Risk reduced
Reduces duplicate vendors, wrong bank details, missing compliance documents, delayed supplier activation and unmanaged vendor master changes.
Next step
Book a demo to see supplier registration, document collection, approval and vendor master-data mapping.
Feature module
Request for Quote (RFQ)
Business problem: RFQs handled through email make it difficult to compare supplier prices, delivery commitments, revisions, remarks and negotiation history. Buyers lose time and the sourcing decision becomes hard to audit.
Who uses it?
Buyers, sourcing managers, procurement heads, vendors, technical evaluators and finance/commercial reviewers.
What starts the process?
A buyer creates an RFQ from forecast demand, PR requirement, sourcing request, material need or cost comparison requirement.
What data is captured?
RFQ number, item code, description, quantity, specifications, target delivery date, invited vendors, quote amount, taxes, freight, lead time, attachments, negotiation remarks and final status.
ERP touchpoint / object
Purchase requisition, material master, info record, source list, quotation record and supplier master.
Approval rule
Quote approval can be routed based on value, department, item category, vendor status, commercial exception or negotiated price variance.
Output / report produced
RFQ comparison report, vendor response report, quote aging report, negotiation history and awarded-vendor summary.
Risk reduced
Reduces non-transparent sourcing, missed vendor responses, pricing errors, weak negotiation records and unaudited supplier selection.
Next step
Book a demo to see RFQ creation, quote comparison, negotiation and approval flow.
Feature module
Purchase Order Management
Business problem: After PO release, buyers spend time confirming whether suppliers received, accepted or rejected the order. Without a shared portal, PO commitments, revisions and communication remain scattered.
Who uses it?
Purchase teams, buyers, suppliers, procurement approvers, stores teams, finance and administrators.
What starts the process?
A purchase order is created or released in ERP/SAP and published to Vendora for vendor acknowledgement and collaboration.
What data is captured?
PO number, line items, material codes, quantity, price, tax, currency, delivery schedule, incoterms, payment terms, attachments, acknowledgement status and vendor remarks.
ERP touchpoint / object
Purchase order, schedule lines, vendor master, material master, plant, storage location and purchasing group.
Approval rule
PO changes, rejection remarks, delivery date changes and quantity deviations can require buyer approval before the order moves to the next stage.
Output / report produced
PO acknowledgement report, pending confirmation report, open PO report, delayed PO line report and supplier commitment report.
Risk reduced
Reduces unconfirmed orders, wrong delivery assumptions, missed PO changes, uncontrolled supplier communication and production delays caused by poor visibility.
Next step
Book a demo to see PO visibility, vendor confirmation, rejection handling and buyer follow-up dashboards.
Feature module
Advance Shipping Notice (ASN)
Business problem: Stores and receiving teams often learn about shipments too late. Without ASN visibility, gate entry, receiving, document verification and GRN preparation become reactive.
Who uses it?
Vendors, buyers, stores teams, logistics teams, gate/security users, quality users and procurement admins.
What starts the process?
A vendor prepares dispatch against one or more confirmed PO lines and creates an ASN before material reaches the buyer location.
What data is captured?
ASN number, PO references, shipped quantity, dispatch date, expected arrival date, transporter name, vehicle number, package count, invoice/challan reference, e-way bill and attachments.
ERP touchpoint / object
Inbound delivery, PO schedule line, shipment reference, goods movement preparation and material document reference.
Approval rule
ASN can be accepted, rejected or held if shipped quantity, documents, PO references or dispatch timing does not match configured validation rules.
Output / report produced
ASN register, expected arrival report, dispatch delay report, document-pending report and ASN-to-GRN conversion report.
Risk reduced
Reduces surprise deliveries, wrong dispatch documents, receiving bottlenecks, shipment mismatches and delayed GRN creation.
Next step
Book a demo to see ASN creation, multi-PO shipment handling, logistics capture and receiving preparation.
Feature module
Quality Inspection
Business problem: Quality issues become expensive when inspection results, rejection reasons and corrective actions are not linked to supplier transactions. Teams need a clear way to capture quality status against delivered goods.
Who uses it?
Quality inspectors, stores teams, buyers, suppliers, procurement heads and compliance teams.
What starts the process?
Material is received, inspection criteria are triggered, or a quality check is scheduled based on item category, supplier risk, batch, plant or purchase requirement.
What data is captured?
Inspection checklist, sample quantity, accepted quantity, rejected quantity, defect category, non-conformance notes, photos, attachments, corrective action and closure status.
ERP touchpoint / object
Inspection lot, material document, quality notification, goods receipt, batch record and vendor performance data.
Approval rule
Quality acceptance, rejection, rework, replacement or deviation approval can be routed to the quality owner, buyer or department head based on defect severity.
Output / report produced
Quality inspection report, rejection trend report, supplier quality scorecard, non-conformance report and corrective-action aging report.
Risk reduced
Reduces undocumented defects, poor supplier accountability, repeated quality failures, delayed corrective action and acceptance of non-compliant goods.
Next step
Book a demo to see quality checkpoints, defect capture, rejection handling and supplier quality reporting.
Feature module
Invoice Tracking
Business problem: Vendors repeatedly call procurement and finance to ask whether invoices were received, accounted, held or paid. Manual invoice handling also creates missing-document and mismatch risk.
Who uses it?
Vendors, accounts payable, finance teams, buyers, procurement managers and admins.
What starts the process?
A vendor submits an invoice after shipment, GRN, service confirmation or configured invoice eligibility rule.
What data is captured?
Invoice number, invoice date, PO reference, GRN reference, amount, tax details, line item match, mandatory documents, remarks, hold reason and payment status.
ERP touchpoint / object
Vendor invoice, accounts payable document, three-way match, GRN reference, payment proposal and accounting document.
Approval rule
Invoices can move forward only when mandatory documents are uploaded, PO/GRN matching is successful and the configured finance or buyer approval rule is satisfied.
Output / report produced
Invoice status report, invoice aging report, mismatch report, pending approval report and vendor payment visibility report.
Risk reduced
Reduces duplicate invoices, missing supporting documents, payment delays, repeated status calls and financial reconciliation errors.
Next step
Book a demo to see invoice upload, document validation, status tracking and finance approval flow.
Feature module
Goods Receipt Note (GRN)
Business problem: Vendors and buyers lose visibility after delivery if GRN status is not shared. This creates uncertainty about received quantity, accepted quantity and invoice eligibility.
Who uses it?
Stores teams, buyers, vendors, quality teams, finance users and procurement controllers.
What starts the process?
Goods are received against an ASN, delivery challan or PO line and the receiving team records the receipt.
What data is captured?
GRN number, PO reference, material code, received quantity, accepted quantity, rejected quantity, receipt date, warehouse/location, inspection status and discrepancy notes.
ERP touchpoint / object
Goods receipt, material document, inventory update, PO history, stock posting and GR/IR reference.
Approval rule
GRN posting or visibility can depend on quantity validation, ASN match, quality inspection completion and discrepancy approval.
Output / report produced
GRN status report, ASN-to-GRN report, shortage/excess report, rejected goods report and vendor delivery accuracy report.
Risk reduced
Reduces inventory mismatch, wrong invoice eligibility, vendor disputes, untracked shortages and delays caused by unclear receiving status.
Next step
Book a demo to see GRN visibility, receipt acknowledgement and discrepancy workflow.
Feature module
Payment Management
Business problem: Payment status is often trapped inside finance systems, causing repeated vendor follow-ups and internal escalation. Suppliers need controlled visibility without direct ERP access.
Who uses it?
Finance teams, accounts payable, vendors, buyers, procurement heads and admins.
What starts the process?
An approved invoice reaches accounting/payment processing or ERP payment status is synchronized to Vendora.
What data is captured?
Invoice reference, accounting status, payment due date, payment hold reason, payment reference, amount paid, payment date and vendor communication notes.
ERP touchpoint / object
Accounts payable open item, payment run, payment document, vendor ledger, clearing document and bank/payment reference.
Approval rule
Payment release follows the finance approval matrix and can be held for mismatch, missing documents, quality dispute, blocked vendor status or commercial exception.
Output / report produced
Payment due report, paid invoice report, hold report, payment aging report and vendor payment communication report.
Risk reduced
Reduces payment confusion, unnecessary finance calls, supplier dissatisfaction, late-payment escalation and poor cash-flow visibility for suppliers.
Next step
Book a demo to see payment visibility, hold reasons and vendor self-service status tracking.
Feature module
Vendor Ticketing System
Business problem: Vendor issues are usually handled across email, phone and chat, making ownership unclear. Procurement teams need ticket history, assignment, escalation and closure records.
Who uses it?
Vendors, buyers, vendor managers, procurement support teams, quality teams, finance users and admins.
What starts the process?
A buyer or vendor raises a ticket related to PO, delivery, quality, invoice, payment, access, document, complaint or escalation.
What data is captured?
Ticket number, category, priority, vendor name, transaction reference, issue description, attachments, assigned owner, comments, SLA status and closure notes.
ERP touchpoint / object
PO reference, invoice reference, GRN reference, quality notification, vendor master and service/support reference where applicable.
Approval rule
High-priority issues, commercial disputes, quality rejections and payment exceptions can require escalation approval or closure confirmation from the responsible owner.
Output / report produced
Ticket aging report, SLA report, category-wise issue report, unresolved escalation report and vendor support performance report.
Risk reduced
Reduces lost communication, unresolved complaints, repeated escalations, poor accountability and lack of evidence during vendor disputes.
Next step
Book a demo to see ticket creation, assignment, escalation, SLA tracking and closure records.
Feature module
Integration with SAP ERP
Business problem: Manual re-entry between a vendor portal and ERP creates errors, delays and inconsistent records. Procurement teams need vendor collaboration without exposing full ERP access to suppliers.
Who uses it?
IT teams, ERP/SAP owners, procurement admins, buyers, finance users, vendors and implementation consultants.
What starts the process?
Integration is triggered by master-data synchronization, PO release, ASN submission, GRN update, invoice status update, payment status update or scheduled middleware sync.
What data is captured?
Vendor master fields, material codes, PO data, schedule lines, ASN details, GRN status, invoice status, payment status, sync logs and error messages.
ERP touchpoint / object
SAP vendor/business partner, MM purchase order, material master, goods movement, invoice verification, accounts payable and payment document.
Approval rule
Sync rules can require data validation, field mapping approval, exception clearance and role-based authorization before records are created or updated.
Output / report produced
Integration sync report, failed transaction report, data mismatch report, interface health dashboard and ERP update audit log.
Risk reduced
Reduces duplicate entry, wrong transaction status, integration blind spots, supplier data exposure and decision-making based on stale information.
Next step
Book a demo to review SAP/ERP integration scope, data mapping and vendor portal architecture.
Feature module
Analytics & Dashboard
Business problem: Leadership cannot improve procurement performance if data is trapped in transactions. Teams need dashboards that show supplier performance, bottlenecks, delays, risks and spend movement.
Who uses it?
Procurement heads, purchase managers, buyers, finance leaders, supply chain heads, vendors, admins and management users.
What starts the process?
Dashboards update from live transaction data, scheduled ERP sync, module activity or report refresh rules.
What data is captured?
Vendor performance, PO status, RFQ response, delivery timelines, ASN status, GRN performance, quality results, invoice aging, payment trends, ticket status and risk indicators.
ERP touchpoint / object
PO history, goods movement, invoice verification, payment records, vendor master, material master and purchasing analytics.
Approval rule
Dashboard visibility is controlled by role, department, plant, vendor access, management level and data confidentiality rules.
Output / report produced
Executive procurement dashboard, vendor scorecard, delivery performance view, quality trend dashboard and invoice/payment visibility dashboard.
Risk reduced
Reduces blind spots, delayed decision-making, unmanaged vendor risk, weak performance review and manual report preparation errors.
Next step
Book a demo to see dashboards for procurement, vendors, finance and management users.
Feature module
Reports
Business problem: Procurement teams often spend hours preparing manual reports for compliance, delivery, invoice settlement and supplier reviews. Manual reporting is slow and inconsistent.
Who uses it?
Buyers, procurement heads, finance teams, quality teams, supply chain managers, admins, auditors and leadership.
What starts the process?
A user selects report type, date range, vendor, plant, category, PO status, invoice status, quality status, ticket status or export requirement.
What data is captured?
Filters, transaction status, vendor details, PO history, ASN records, GRN records, quality outcomes, invoice status, payment status and exception history.
ERP touchpoint / object
PO reports, vendor ledger, invoice verification data, material documents, GR/IR records and purchasing history.
Approval rule
Sensitive reports can be restricted by role, plant, department, vendor type or management access level; exports can follow admin-controlled permission rules.
Output / report produced
Compliance report, delivery tracking report, vendor performance report, invoice settlement report, payment report, audit report and exception report.
Risk reduced
Reduces inaccurate manual reports, compliance gaps, missing evidence, delayed management review and weak audit readiness.
Next step
Book a demo to see configurable reports, exports, filters and audit-ready reporting.
Ownership matrix
How the features connect across teams
| Team | Main responsibilities in Vendora | Modules most used | Business value |
|---|---|---|---|
| Buyers / Procurement | Invite vendors, run RFQs, release POs, monitor acknowledgement, handle exceptions and review vendor performance. | Vendor Onboarding, RFQ, PO Management, ASN, GRN, Ticketing, Dashboard, Reports | Fewer follow-ups, faster decisions, cleaner supplier communication and better procurement control. |
| Vendors / Suppliers | Register, submit documents, respond to RFQs, acknowledge POs, share ASN, view GRN, submit invoices and track payment status. | Onboarding, RFQ, PO Management, ASN, Invoice Tracking, Payment Management, Ticketing | Clear transaction visibility, fewer status calls and easier compliance with buyer requirements. |
| Finance / Accounts Payable | Review invoice status, check supporting documents, manage payment visibility and reduce repeated supplier payment queries. | Invoice Tracking, Payment Management, SAP ERP Integration, Reports | Better invoice control, cleaner reconciliation and fewer payment escalations. |
| Quality / Stores / Supply Chain | Track shipment readiness, receiving, GRN, inspection, rejection and delivery performance. | ASN, GRN, Quality Inspection, Dashboard, Reports, Ticketing | Reduced receiving surprises, stronger quality evidence and better supplier performance visibility. |
| Admins / IT | Configure workflows, approval rules, users, permissions, ERP mappings, data validations and reporting access. | SAP ERP Integration, Reports, Dashboard, All Workflow Modules | Governed system usage, better audit readiness and controlled vendor data exposure. |
Demo CTA
Want to see these 12 modules in your procurement flow?
Book a Vendora demo and map each module to your current SAP/ERP process, buyer responsibilities, vendor tasks, approval rules, exception categories, reports and audit requirements.
![A modern smartphone showing the [Vendor Portal Management System] dashboard for on-the-go vendor collaboration.](https://www.vendorascmsoftware.com/wp-content/themes/vendora/images/phone.webp){kind=small}
