Chapter 1: Dashboard & Navigation

1. Logging In:
   • Navigate to the Admin/Internal Portal URL.
   • Enter your Email Address and Password.
   • Click "Sign In".
   • If you do not have an account, contact your system administrator.

2. Main Navigation:

   Once logged in, the navigation bar at the top provides quick access to different modules. The links you see may vary based on your assigned user role.

   • VMS: Returns to the home page.
   • Vendors: Manage all vendor profiles and onboarding.
   • Product Master: Manage the company's product catalog.
   • Purchase Orders: View and create all Purchase Orders.
   • Invoices: Review submitted invoices and manage their status.
   • Proof of Deliveries: Review all uploaded Proof of Delivery documents.
   • Payments: View a history of all recorded payments.
   • (Your Name/Email): Displays your logged-in email and role.
   • Sign out: Logs you out of the system.

3. User Roles & Permissions:

   The VMS uses a role-based access system to ensure data security and proper workflow segregation.

   • Admin: Full access to all modules and actions, including user management, system configuration, and all vendor/PO/invoice/payment operations.
   • Purchase Team: Can manage Vendors (add, view, edit), Product Master (view, add, edit), and Purchase Orders (view, add, edit details, update status). Cannot approve vendors, PODs, or invoices.
   • Accounts Payable: Can view Vendors, Product Master, Purchase Orders, Invoices (view, approve for payment, reject), and Payments (view, record).
   • Read-Only: Can view all information across Vendors, Product Master, Purchase Orders, Invoices, Proof of Deliveries, and Payments. Cannot make any changes or additions.
4. Notifications:

   System notifications (e.g., "Vendor was successfully created") appear as green Notice or red Alert banners at the top of the content area after an action. Review these messages for feedback on your actions.

Chapter 2: Vendor Management

1. Vendor List (Viewing all Vendors):
   • From the navigation bar, click "Vendors".
   • You will see a list of all vendors in the system.
   • Table Columns: Vendor Name, Legal Name, Type, Status, and Actions (Show, Edit).
   • Search & Filter (Future): In later versions, you will be able to search and filter this list.

2. Adding a New Vendor (Initiating Onboarding):
   • From the "Vendors" list, click the "New vendor" button (top right).
   • Fill in the required fields for the vendor's basic profile (Name, Legal Name, Address, Phone, Website, Tax ID, Bank Details, Vendor Type).
   • Click "Create Vendor".
   • Understanding Pending Review Status: Newly created vendors (and existing vendors undergoing changes initiated by them) will initially have a Pending Review status. This indicates they require internal review and approval.

3. Inviting a Vendor User (Sending Portal Access):
   • After creating a new vendor, or for an existing vendor, navigate to their "Show" page by clicking their name or the "Show" link in the Vendor List.
   • Scroll down to the "Vendor Portal Access" section.
   • Enter the Email Address of the primary contact at the vendor company. You can optionally add their First Name, Last Name, and select a Role (e.g., Primary Contact).
   • Click "Send Invitation".
   • The system will send an email to the provided address with a secure link for the vendor contact to set their password and access the Vendor Portal.

4. Vendor Profile Details:
   • From the Vendor List, click "Show" next to a vendor's name.
   • This page displays all captured information: general details, address, bank details, current status, and any users invited to their portal.
   • Editing Vendor Details: Click "Edit this vendor" on the vendor's show page. Update fields as needed and click "Update Vendor".

5. Vendor Onboarding Workflow (Review & Approval):
   • Reviewing Pending Review / Revision Requested Vendor Applications:
     • When a vendor is newly added, or they update their profile or submit documents, their status may become Pending Review (or Revision Requested if you asked for changes).
     • Navigate to the vendor's "Show" page. Review all their details and uploaded documents (in the "Manage Documents" section).
   • Approving a Vendor:
     • If the vendor's information is complete and satisfactory, on their "Show" page, click the "Approve Vendor" button.
     • This changes their status to Approved, granting them full access (via their Vendor User account) to submit invoices, update PO statuses, etc.
   • Rejecting a Vendor:
     • If a vendor does not meet criteria or is no longer needed, on their "Show" page, click "Reject Vendor".
     • This changes their status to Rejected.
   • Requesting Revisions:
     • If a vendor's submitted information is incomplete or incorrect, on their "Show" page, click "Request Revision".
     • This changes their status to Revision Requested, prompting the vendor to log in and update their information.

Chapter 3: Product Master

1. Product List (Viewing all Products):
   • From the navigation bar, click "Product Master".
   • You will see a list of all products in your company's internal catalog.
   • Table Columns: Name, SKU, Unit of Measure (UOM), Last Purchase Price, Current Vendor, Category, and Actions (Show, Edit).
   • Search & Filter (Future): You will be able to search and filter this list.

2. Adding a New Product:
   • From the "Product Master" list, click the "New product" button (top right).
   • Fill in the product details: Name, SKU (must be unique), Description, Unit of Measure (e.g., pcs, kg, m), Last Purchase Price (optional), Current Vendor (select from approved vendors), and Category.
   • Click "Create Product".

3. Product Details:
   • From the Product List, click "Show" next to a product's name.
   • This page displays all captured product information.
   • Editing Product Information: Click "Edit this product" on the product's show page. Update fields as needed and click "Update Product".

Chapter 4: Purchase Order (PO) Management

1. PO List (Viewing all Purchase Orders):
   • From the navigation bar, click "Purchase Orders".
   • You will see a list of all Purchase Orders, sorted by creation date (newest first).
   • Table Columns: PO Number, Vendor, PO Date, Delivery Date, Total Amount, Status.

2. Creating a New PO:
   • From the "Purchase Orders" list, click the "New Purchase order" button (top right).
   • Basic Details:
     • Enter a unique PO Number.
     • Select the Vendor (only approved vendors will appear).
     • Enter the PO Date and Delivery Date Requested.
     • The Total Amount will be automatically calculated from line items.
   • Adding Line Items (Product Integration):
     • Under the "Line Items" section, click "Add Line Item".
     • Select a Product: Choose an item from the "Product" dropdown.
       • Automatic Population: The Unit of Measure and Unit Price fields will automatically populate based on the selected product's master data.
     • Custom Item Name: If the item is not from the Product Master, you can leave Product blank and enter a custom Item Name.
     • Quantity: Enter the quantity of the item.
     • Override UOM/Price: You can manually override the auto-populated Unit of Measure and Unit Price if needed for this specific PO.
     • Total Price for the line item and the overall Total Amount for the PO will update automatically.
     • Description: Add any specific notes for the line item.
     • Adding/Removing: Click "Add Line Item" to add more rows, or "Remove Line Item" for an existing row.
   
   • Understanding Draft Status: New POs are created with a Draft status. They are not yet visible to the vendor.
3. PO Details:
   • From the PO List, click "Show" next to a PO's number.
   • This page displays all PO details, including vendor information, dates, totals, and a breakdown of all line items.


4. Updating PO Status (Internal):
   • On a PO's "Show" page, scroll down to the "Update PO Status (Internal)" section.
   • Select a New Status from the dropdown (e.g., change Draft to Sent to make it visible to the vendor, or Sent to Cancelled).
   • Click "Update Status".
   • Note: Changing a PO status like to Sent or Cancelled will make it visible or unavailable to the vendor, respectively. Statuses like Dispatched and Delivered are typically updated by the vendor through their portal.

Chapter 5: Dispatch Management (Admin Review)

1. Proof of Deliveries List (Reviewing all PODs):
   • From the navigation bar, click "Proof of Deliveries".
   • This list shows all PODs uploaded by vendors, typically those with a Submitted status, awaiting your review.
   • Table Columns: PO Number, Dispatch Tracking Number, Delivery Date, Uploader, Status, and Actions (Show).

2. POD Details:
   • From the POD list, click "Show" next to a POD's tracking number.
   • This page displays the POD file, details (delivery date, notes), and linked Dispatch and Purchase Order information.

3. Approving a POD:
   • If the POD accurately reflects the delivery and all is in order, on the POD's show page, click "Approve POD".
   • This changes the POD status to Approved.
4. Rejecting a POD:
   • If the POD is incorrect, incomplete, or does not match expectations, on its show page, click "Reject POD".
   • This changes the POD status to Rejected.

Chapter 6: Invoice Management (Admin Review)

1. Invoice List (Reviewing all Invoices):
   • From the navigation bar, click "Invoices".
   • This list shows all invoices submitted by vendors, typically those with a Submitted status, awaiting your review.
   • Table Columns: Invoice No., Vendor, PO No., Date, Due Date, Total Amount, Status, and Actions (Show).

2. Invoice Details:
   • From the Invoice list, click "Show" next to an invoice number.
   • This page displays all invoice details, including amounts, dates, the attached invoice PDF (which you can view/download), and the single linked Purchase Order.

3. Invoice Workflow:
   • Approving for Payment:
     • If the invoice matches the PO and is ready for payment, on the invoice's show page, click "Approve for Payment".
     • This changes the invoice status to Approved for Payment.
   • Rejecting an Invoice:
     • If an invoice is incorrect or disputed, on its show page, click "Reject Invoice".
     • This changes the invoice status to Rejected.

Chapter 7: Payment Management

1. Payments List (Viewing all Recorded Payments):
   • From the navigation bar, click "Payments".
   • This list displays a history of all payments that have been recorded in the system.
   • Table Columns: Invoice No., Vendor, Payment Date, Amount, Reference, Method, Recorded By.

2. Recording a Payment:
   • Navigate to an invoice's "Show" page (Chapter 6).
   • If the invoice status is Approved for Payment, a "Record Payment" button will be visible. Click it.
   • Fill in the payment details:
     • Payment Date: The date the payment was made.
     • Amount: The amount paid. The system will pre-fill with the remaining balance due.
     • Transaction Reference: A check number, bank transaction ID, or other unique reference.
     • Payment Method: Select how the payment was made (e.g., Bank Transfer, Check).
   • Click "Record Payment".
   
   • Understanding Invoice Status Change: Upon recording a payment, the invoice's status will automatically update to Paid if the full amount has been received. If a partial payment is recorded, the status might change to Reviewed (if not already Approved for Payment) and remain Approved for Payment until fully paid, allowing for multiple payment entries.
3. Payment History:
   • On any invoice's "Show" page, scroll down to the "Payment History" section.
   • This section lists all payments recorded against that specific invoice, showing total paid and remaining balance due.

Chapter 8: Getting Started in the Vendor Portal

1. Accessing the Portal:
   • You will receive an email invitation from the admin with a secure link. Click this link.
   • You will be prompted to set your password. Create a strong password.
   • If you already have an account, navigate to the Vendor Portal login page: http://yourdomain.com/vendors/auth/sign_in.
2. Logging In:
   • Enter your Email Address and Password.
   • Click "Sign In".

3. Main Navigation:

   Once logged in, the navigation bar at the top provides quick access to different modules relevant to your company.

   • Vendor Portal: Returns to your portal's home page (My Profile).
   • My Profile: View and update your company's profile details.
   • My Documents: Upload and manage required company documents.
   • My Orders: View Purchase Orders issued to your company and update their status.
   • My Invoices: Submit new invoices and track their status.
   • (Your Name/Email): Displays your logged-in email and company name.
   • Sign out: Logs you out of the Vendor Portal.

Chapter 9: My Company Profile

1. Profile Overview:
   • From the navigation bar, click "My Profile".
   • This page provides an overview of your company's information as recorded in the VMS. You will see your company's Status here (e.g., Pending Review, Approved, Revision Requested).

2. Completing/Updating Profile:
   • On the "My Profile" page, click the "Edit Profile" button.
   • Fill in or update your company's Legal Company Name, Address details, Phone Number, Website, Tax ID, and Bank Details.
   • Note: Your main Vendor Name and Vendor Type are set by [Your Company Name] and cannot be edited by you here.
   • Click "Update Profile" to save your changes.
3. Profile Status:
   • Pending Review: Your profile is new or has recent updates that [Your Company Name] needs to review.
   • Approved: Your profile has been reviewed and approved by [Your Company Name].
   • Revision Requested: [Your Company Name] has requested changes to your profile. Please review the missing/incorrect information and update it.

Chapter 10: My Documents

1. Document List:
   • From the navigation bar, click "My Documents".
   • This page lists all documents you have uploaded or that are associated with your company.
   • Table Columns: Name, Type, Status, Uploaded At.

2. Uploading New Documents:
   • From the "My Documents" list, click the "Upload New Document" button.
   • Enter a Name for the document (e.g., "Our latest Insurance Certificate").
   • Select the Document Type (e.g., W-9 Form, Insurance Certificate, Other Certification).
   • Add a Description if needed.
   • Click "Choose File" and select the PDF or image file (Max 10MB).
   • Click "Upload Document".
   • Understanding Pending Review Status for new uploads: Once uploaded, your document's status will be Pending Review. [Your Company Name] will review it.

3. Document Details:
   • From the Document List, click the Name of a document.
   • This page displays the document's details and allows you to view/download the uploaded file.

Chapter 11: My Purchase Orders (POs)

1. PO List (Viewing all Purchase Orders):
   • From the navigation bar, click "My Orders".
   • This page lists all Purchase Orders that [Your Company Name] has issued to your company.
   • Table Columns: PO Number, PO Date, Delivery Date, Total Amount, Status.

2. PO Details:
   • From the PO List, click the PO Number.
   • This page shows the comprehensive details of the Purchase Order, including all line items.

3. PO Status:

   The Status of a PO indicates its current stage in the fulfillment process:

   • Draft: The PO is being prepared by the customer and is not yet visible to you.
   • Sent: The PO has been sent to your company and is awaiting your action.
   • In Production: You have acknowledged receipt and begun preparing the order.
   • Dispatched: One or more shipments (dispatches) have been recorded for this PO.
   • Delivered: All items on the PO have been delivered (usually confirmed by final POD or internal receipt).
   • Completed: The PO is fully fulfilled, all deliveries and invoices are processed.
   • Cancelled: The PO has been cancelled by the customer.
4. Dispatching Orders:
   • Adding New Dispatch:
     • On a PO's "Show" page, if its status is Sent, In Production, or Dispatched (meaning more shipments are possible), you will see an "Add New Dispatch" button. Click it.
     • Fill in the Tracking Number, Carrier (e.g., FedEx, UPS, Your Own Truck), and Dispatch Date.
     • You can add Notes for this specific dispatch.
     • Click "Record Dispatch". This will update the PO status to Dispatched if it's the first dispatch for that PO.
   • Adding Proof of Delivery (POD):
     • After creating a Dispatch, or for an existing Dispatch, navigate to the Dispatch's show page (by clicking its tracking number on the PO show page).
     • On the Dispatch show page, click "Add New Proof of Delivery".
     • Enter the Delivery Date and any Notes.
     • Click "Choose File" and upload the PDF or image file (Max 5MB) of your Proof of Delivery.
     • Click "Upload Proof of Delivery". This POD will then be visible to [Your Company Name] for review.
   • Viewing Dispatch History and Associated PODs:
     • On a PO's "Show" page, you'll see a list of all recorded Dispatches. Click a Dispatch's tracking number to view its details, including any associated PODs.
   • Submitting a New Invoice:
     • Prerequisite: You can only submit an invoice for a Purchase Order that has a Completed status and does NOT already have an invoice.
     • Navigate to the Completed Purchase Order's "Show" page (Chapter 11).
     • If the PO meets the criteria, you will see a "Submit Invoice" button. Click it.
     • Fill in the invoice details:
       • Invoice Number: Your unique invoice identifier.
       • Invoice Date: The date on your invoice.
       • Due Date: (Optional) The payment due date.
       • Subtotal Amount, Tax Amount, Total Amount.
     • Uploading Invoice PDF: Click "Choose File" and select the PDF file of your official invoice (Max 5MB). This is mandatory.
     • Click "Submit Invoice".
     • Understanding Invoice Status: Your invoice will initially have a Submitted status. [Your Company Name] will then review it.
   • Invoice Status:

     The Status of an invoice indicates its current stage in the payment process:

     • Submitted: The invoice has been received by [Your Company Name] and is awaiting review.
     • Reviewed: [Your Company Name] has reviewed the invoice.
     • Approved for Payment: The invoice has been approved and is scheduled for payment.
     • Paid: Payment for this invoice has been recorded by [Your Company Name].
     • Rejected: The invoice has been rejected by the Customer (e.g., due to discrepancies).
   • Payment History:
     • On any invoice's "Show" page, scroll down to the "Payment History" section.
     • This section lists all payments that the Customer has recorded against this specific invoice, showing the total paid and any remaining balance due.

Troubleshooting Common Issues

• "Cannot log in":
  • Double-check your email and password.
  • Ensure you are using the correct portal (Admin vs. Vendor).
  • If you forgot your password, use the "Forgot your password?" link on the login page.
  • If you are a vendor and haven't received an invitation, contact your account manager at the Customer.
• "Page not found (404)":
  • Verify the URL you are trying to access.
  • Ensure you are logged in with the correct role to access that section (e.g., Vendor Portal is for vendors, Admin Portal is for internal staff).
  • Contact support if the issue persists.
• "You are not authorized to perform this action":
  • This means your current user role does not have permission for that specific action.
  • If you believe you should have access, contact your administrator (for internal users) or account manager (for vendors).
• Form Submission Errors (red error messages at top of form):
  • Review all fields marked with errors (often in red text below the field or in the summary).
  • Ensure all required fields are filled.
  • Check for formatting issues (e.g., invalid email, non-numeric entry in number fields).
  • For unique fields (like PO Number, Invoice Number per Vendor), ensure you're not trying to create a duplicate.

Contact Support

• Internal Users: For technical assistance or account management, please contact support@procuretopay.tech.
• Vendors: For any questions regarding your profile, orders, invoices, or technical issues with the portal, please contact your account manager at the Customer or email sales@procuretopay.tech.

Feedback & Feature Requests

We are continuously improving the VMS! We welcome your feedback and feature requests to make the system even better. Please send your suggestions to product@procuretopay.tech.