Portal User Role Management

The following depicts the process required to set up the SYSPRO Supply Chain Portal and its associated portal users:

1. Installation:

   Install the following using the SYSPRO Installer application:

   • SYSPRO Supply Chain Portal

     Including any prerequisites not installed as yet:

     • Microsoft .NET Framework 4.6

     • SYSPRO 8 Service Upgrade Manager

     • SYSPRO 8 Avanti Initialization Service

     • Internet Information Services (IIS) 7.0 Core Web Engine Feature

     • Internet Information Services (IIS) 7.0 World Wide Web Publishing Feature

     • SYSPRO 8 Reporting Host Service

2. Configure the required options in the Setup Options program:

   1. Setup Options > Company > General:

      Ensure that your specific website address is defined against the Supply chain portal URL option.

      For example:

      http://{DNS_Name}/SYSPROSupplyChainPortal_{CompanyId}

   2. Setup Options > System Setup > Reporting:

      Ensure that the Reporting configuration is defined as Server-side reporting using SQL and that the Reporting service field is defined with the correct address to the SYSPRO 8 Reporting Host Service.

      This ensures that portal users have the ability to print documents from the SYSPRO Supply Chain Portal.

3. Check your document formats:

   Ensure that the following document formats and templates are defined appropriately for the supplier or customer accounts to which you want to assign portal users.

   • Remittance advices (Configurable within the AP Check Format for SRS program)

   • Invoices, Credit notes and Debit notes (Configurable within the SO Document Format for SRS program)

   • Statements (Configurable within the AR Statement Format for SRS program)

4. Create the portal operator template (required for the creation of portal users in the Portal User Management program):

   1. Open the Operator Maintenance program.

      Reset your toolbar to ensure that all the latest functions and options are visible.

   2. From the Edit menu, select Maintain templates.

   3. From the toolbar, enter the template code in the Template field and press tab.

   4. From the Operator Details pane, enter the following mandatory fields:

      • Operator name
      • Operator group

      For the remaining fields, enter any other information you require for the template, or accept the defaults provided.

   5. Save the operator template.

   6. Exit the Operator Maintenance program.

5. Create the portal user:

   1. Open the Portal User Management program.

   2. Select the Add Portal User function.

      The Add Portal User window is displayed.

   3. Select the hyperlink of the required operator template from the Templates list view to populate the Copy from template field in the Add Portal User pane.

   4. Configure the following fields for the portal operator:

      • Email

        This must be unique amongst all operators.

      • Name

      • The following is determined by the functional role you require:

        Supplier (When creating a portal user for the Supplier Account Management role)

        This supplier code is used as the Portal supplier in the Operator Maintenance program when you save the operator record.

        Customer (When creating a portal user for the Customer Account Management role)

        This customer code is used as the Portal customer in the Operator Maintenance program when you save the operator record.

      • Location

        Optionally enter the physical location of the operator.

      • Default company

        This must be specified to ensure that only a single company can be used to login to the portal.

      • Initial Password

        This is automatically populated and based on the email address entered in the Email field, but can be changed as required.

   5. Select the Save and Close function to save the portal operator and exit the Add Portal User screen.

      Alternatively, select the Save and Edit function to save the details entered and open the Operator Maintenance program to make additional changes to the operator record.

   6. Activate the new portal operator by highlighting the operator entry and selecting the Activate Users option from the toolbar.

   7. Exit the Portal User Management program.

6. Assign the required functional role(s) to the portal user:

   1. Open the Portal User Management program.

   2. Navigate to the portal user to which you want to assign a functional role.

   3. Select the Maintain role hyperlink in the Role action column to launch the Portal User Role Management program.

      This column is hidden by default and can be added using the Field Chooser function.

   4. Indicate which functional role(s) must be assigned to the portal user by selecting the appropriate checkbox in the Select column.

   5. Select the Save function.

   6. Exit the Portal User Management program.

7. Email the following information and login credentials to the portal user:

   • SYSPRO Supply Chain Portal URL

   • Username (i.e. email address)

   • Password

   Ensure to advise portal users to change their password using the Change Password option when they first login to the SYSPRO Supply Chain Portal. The operator password in SYSPRO is then updated to the new password defined by the portal user.

Request for Quote System Considerations

• Depending on how your security is configured, you'll need to give either the portal operator (or its operator group) access to the Supplier Quote Entry program, so that they can use it in the SYSPRO Supply Chain Portal.

• All suppliers are given the same URL, however access is controlled in the background where users can only see quotes pertaining to the supplier code assigned to their portal user.

When a portal user logs into the SYSPRO Supply Chain Portal, they are presented with a landing page determined by their assigned functional role(s) that provides the following functions and insights relevant to their account:

Request for Quote System:

• Functions :

  • Supplier Quote Entry

• Insights:

  • Active quote requests

  • Active quote submissions

  • Rejected quotes

  • Accepted quotes

  • Outstanding value for active quotes

  • Quotes for this year

Customer Account Management:

• Functions:

  • Customer Account Query

    Selecting this function launches the AR Customer Account Query program which includes the following information (as recorded against the customer within the SYSPRO company):

    • Account status

    • Credit status

    • Currency

    • Credit standing (i.e. outstanding balance, invoice terms, credit limit)

    • Last sale and payment dates

    • Customer type (if the customer account assigned to the portal user is part of a master / sub account structure)

    • Contact information and addresses

    • Links that provide access to the following list views with export to PDF or Excel functionality and filter options that can be used to interrogate data:

      • Invoices

      • Payments

      • Sales orders

      • Master sub-accounts

      • Statements

    • Graphs:

      • Ageing

      • Sales history

• Insights:

  • Average days to pay

  • Receivables days outstanding

  • Outstanding balance

Supplier Account Management:

• Functions:

  • Supplier Account Query

    Selecting this function launches the Supplier Account Query program which includes the following information (as recorded against the supplier within the SYSPRO company):

    • Account status

    • Account information (e.g. current invoice terms, currency, credit limit, etc.)

    • Contact information and addresses

    • Ordered not received (i.e. all active purchase orders with an outstanding quantity)

    • Received not invoiced (i.e. all unmatched GRNs)

    • Outstanding balance (i.e. all open invoices that determine the outstanding balance)

    • Date of last purchase and payment

    • Purchase order history (i.e. monthly purchase history for the current year)

    • Links that provide access to the following list views with export to PDF or Excel functionality and filter options that can be used to interrogate data:

      • Invoices

      • Payments

      • Purchase orders

      • Goods received

      • Return to supplier (i.e. all active supplier returns with an outstanding value)

      • Registered credit notes and debit notes

      • Remittance advices

• Insights:

  • Outstanding balance

• Columns in a list view are sometimes hidden by default. You can reinstate them using the Field Chooser option from the context-sensitive menu (displayed by right-clicking a header column header in the list view). Select and drag the required column to a position in the list view header.

• Press Ctrl+F1 within a list view or form to view a complete list of functions available.