SYSPRO Supply Chain Portal

In today’s digital world, online web portals have become the connection point for organizations.

Self-service that maximizes the efficiency of every interaction is key and drives the top concerns of any organization by empowering users, having connected interactions across channels, and enabling organizations to be successful. Therefore, the SYSPRO Supply Chain Portal allows users beyond a SYSPRO site to connect, interact and transact using the SYSPRO Web UI (Avanti) HTML5 user interface.

This is achieved by creating SYSPRO portal users with the access to the relevant functional role(s).

PDF version

Exploring

Where it fits in?

Functional roles

The following functional roles are currently available from the SYSPRO Supply Chain Portal:

Request for Quote System (RFQ):

Available from SYSPRO 8 2019 R2

Collaborate with your suppliers by automating the quote process and servicing of the RFQ by the supplier.
Supplier Account Management (SAM):

Available from SYSPRO 8 2021 R2

Enhance your procurement activities with the provision of account management capabilities for your end-suppliers.
Customer Account Management (CAM):

Available from SYSPRO 8 2021 R2

Provide enhanced account management capabilities for your existing end-customers.

These functional roles will be extended as the capabilities of the feature grows.

Benefits

Request for Quote System:

RFQs can be sent directly to suppliers via the portal.
Quotations can be submitted online by the suppliers themselves.

Supplier Account Management:

End-suppliers have direct access to information relating to their account, including transaction details.
Self-service access reduces the administrative burden of sending and requesting supplier-specific information through other communication channels.
Immediate availability of information to the supplier can reduce supplier lead times and increase opportunities to take advantage of any early settlement discounts offered by the supplier.
End-suppliers can download the following document types in PDF format, as required:
- Remittance advices

Customer Account Management:

End-customers have direct access to information relating to their account, including transaction details.
Self-service access improves the administrative response time to communicate customer-specific information.
The average accounts receivable turnaround time is reduced for the SYSPRO company because of the immediate availability of information to the end-customer.
End-customers can download the following document types in PDF format, as required:
- Invoices
- Credit notes
- Debit notes
- Statements

Portal Administration Management

The administrative management capabilities of the SYSPRO Supply Chain Portal allow administrators and account managers (both Sales and Procurement alike) to maintain which employees at their suppliers and customers have access to the portal.

In a multi-company environment, you can link SYSPRO operators to a portal supplier or portal customer (per company) so that they can manage the specific customer and supplier accounts for access to the portal (i.e. the supplier/customer doesn't need to have the same key in all companies from which they transact).

You can also define and customize a dynamic landing page for each of your functional roles to determine the individual applications (i.e. features and functionality) available to each portal user.

The ability to manage your own portal provides you with the following:

Improved user experience
Increased configuration flexibility
Improved integration
Effective portal access security

This leads to increased collaboration and visibility throughout the supply chain and portal users gain access only to those portions of the portal that they require.

Terminology

Starting

Restrictions and Limits

Multi-Factor Authentication and SSO using Active Directory are not currently supported for the SYSPRO Supply Chain Portal (i.e. an operator who is configured to use Multi-Factor Authentication or SSO using Active Directory won't be able to login to this platform).
Currently, the SYSPRO Supply Chain Portal can only be installed for a single company.

If you require portals for multiple companies, you can install the SYSPRO Supply Chain Portal for the first company and then install the Additional Supply Chain Portal Service for each of the additional companies.
The ability to customize the logo and background image of the SYSPRO Supply Chain Portal is not yet available, but will be included in a later release of SYSPRO 8.
Although technically possible, we don't recommend you duplicate an email address of a portal user amongst non-portal users.

For this reason the Portal User Management and Operator Maintenance programs prevent you from entering a duplicate email address amongst all operators (of any type).
The ability to print documents from the SYSPRO Supply Chain Portal is only available with Server-side Reporting.
Archiving functionality is disabled when printing documents from the SYSPRO Supply Chain Portal (even if the archiving flag against the template being used is enabled).

Solving

FAQs

General

Printing documents

How do I add parameter defaults for statement printing from the Supply Chain Portal?

The following additional parameter defaults can be defined against the SYSPROPortalARStatementParameter XML parameter using the Custom Configuration program:

Balance Type
Minimum Balance
Sales Message

You can define these parameters as follows:

Open the Custom Configuration program (Program List > Administration).
Within the Configuration Items pane, expand the folder structure as follows:

Available Configurations > SYSPRO > XML Parameters
Navigate to and select the SYSPROPortalARStatementParameter item.

This populates the XML parameters pane.
Define the parameters as required within the Store data column.
Select the Save function

The Custom Configuration Options program is launched.
Under the Configuration item details section, define the Item level as required and enter the supporting field where applicable.

For example:

If you define the Item level as Company, then you must indicate the relevant company code within the Company field.
Select the Save function.

This returns you to the Custom Configuration program.

Portal Administration Management

How do I create a dynamic portal landing page?

The following steps detail how to define and customize a dynamic landing page for each of your functional roles, per company.

This lets you determine the individual applications (i.e. features and functionality) available to each portal user and therefore control each portal user's access.

Open the Portal Role Application Configuration program (Program List > Administration > Setup).
At the Company toolbar field, indicate for which company you want to create a dynamic landing page.
At the Landing page toolbar field, indicate a unique name for the landing page you want to create, and tab off your entry.
Within the Assign column of the Portal Landing Page listview, select the functional role(s) you want included within your landing page.
Within the Section title column, accept the default title provided or change this according to your requirements.
Use the check box within the Collapsible column to indicate if you want the section to be collapsible within the landing page.
From the Action column, select the Configure applications link.

This opens the Landing Page Properties window, which lists the applications available for the selected functional role.
1. Using the check boxes within the Assigned column, indicate which applications you want included on the landing page.
2. Customize your landing page further by using the drop down or browse icons against the following columns:
  - Width
  - Icon
  - Icon color
  - Background color
  - Foreground color
3. Select the Save function.
If you selected more than one functional role for your landing page, repeat this step for each role.
Exit the Portal Role Application Configuration program.

You have successfully created a dynamic landing page for your portal users.

If you later want to remove a functional role from the landing page, simply deselect the check box in the Assigned column of the Portal Role Application Configuration program.

How do I assign a dynamic portal landing page to a portal user?

The following steps detail how to assign a dynamic landing page to a portal user:

Open the Portal User Management program (Program List > Administration > Security).
Locate the portal user you want to maintain and select the Maintain role link within the Role action column of the listview.

The Portal User Role Management program is launched.
Select the Use Dynamic Landing Page toolbar function.

Selecting this option only occurs once. Selecting the Maintain role link on subsequent returns to the Portal User Management program will take you directly to the Assign Portal Landing Page to Operator program.

Currently, you can't revert back to using the static landing page once you select the Use Dynamic Landing Page option.
The Assign Portal Landing Page to Operator program is launched.

Proceed as follows for each company listed against the portal user:
1. Select the browse icon from the Landing page column.
2. Select the applicable landing page from the list displayed to be used for this portal user, for the specified company.
3. Select the Save function.
Exit the Portal User Management program.

Your newly assigned landing page will be presented to the portal user when they next log into the portal.

How do I define the customer or supplier code per company for a portal operator?

In a multi-company environment, the following steps explain how to configure a customer and/or supplier account against a SYSPRO operator (configured as a portal user) per company:

Open the Operator Maintenance program (SYSPRO Ribbon bar > Setup > Operators).
Select the operator code for the portal user you want to configure.
Navigate to the Portal user section within the Options pane.
Select the Configure portal operators per company link.

The Configure Portal User per Company program is launched.
Within the Customer and Supplier columns of the listview, indicate the specific customer code and/or supplier code for each company listed.
Select the Save function.

You are returned to the Operator Maintenance program.
Exit the Operator Maintenance program.

You have now managed the portal user's specific customer and supplier accounts for access to the portal (i.e. the supplier/customer doesn't need to have the same key in all companies from which they transact).

Microsoft SQL Server

Where is portal user information stored in Microsoft SQL Server?

Database	Table Name	Related Data
System-wide	AdmOperator	This table stores the following: A flag indicating if an operator is configured to use a dynamic portal landing page
System-wide	AdmOperCompPortal	This table stores the following: Portal supplier per company, per SYSPRO operator Portal customer per company, per SYSPRO operator
System-wide	AdmPorAppProperty	This table stores the following: Portal role application properties per landing page
System-wide	AdmPortalPage	This table stores the following: Portal landing page per company
System-wide	AdmPorUserPage	This table stores the following: Portal user landing page per company, per portal user
System-wide	AdmOperAmendJnl	This table records an audit of all changes to an operator record.

Using

Process

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

Installation:

Install the following using the SYSPRO Installer application:
- SYSPRO Supply Chain Portal
  
  Including any prerequisites not installed as yet:
  - Microsoft .NET Framework 4.8
  - 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
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.
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)
Create the portal operator template (required for the creation of portal users in the Portal User Management program):
1. Open the Operator Maintenance program (SYSPRO Ribbon bar > Setup > Operators).
  
  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.
Create the portal user:
1. Open the Portal User Management program (Program List > Administration > Security).
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 listview 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 default 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 default 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.
Assign the required functional role(s) to the portal user:
1. Open the Portal User Management program (Program List > Administration > Security).
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.
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.

Functions and Insights by Functional Role

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 listviews 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

All transaction and balance values are displayed in the customer’s base currency.

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 listviews 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

All transaction and balance values are displayed in the supplier’s base currency.

Printing Documents

Requirements for printing documents from the SYSPRO Supply Chain Portal include:

Only the reprinting of documents is allowed. Therefore, a document must have already been printed by the SYSPRO company before a portal user has access to printing it.
The ability to print documents from the portal is only available with Server-side Reporting. Therefore, only SRS Documents are available for printing.

The following defaults apply when a portal user prints a document from the portal:

Statements

Statements can only be printed for the specific customer account assigned to the portal user.
The document format applied is taken from the ArStatementNo column of the ArCustomer table, as defined against the customer account assigned to the portal user.
Portal users can select a statement period from the first month-end date of the previous year, up to the current month-end date.
The following options are based on the default parameters defined against the portal user's assigned customer account:
- Balance options
- Print selection
The following is based on the ageing options defined against the SYSPRO company to which the portal user belongs:
- Ageing options

The following additional parameter defaults can be defined against the SYSPROPortalARStatementParameter XML parameter using the Custom Configuration program:

Balance Type
Minimum Balance
Sales Message

* product-authoring@syspro.com