Odoo Vendor Onboarding Portal

Odoo Vendor Onboarding Portal streamlines supplier registration and vendor approval workflows through a secure self-service portal. Vendors can submit company information, GST and PAN details, tax registrations, bank accounts, supporting documents, questionnaires, declarations, and digital signatures online. The system supports document expiry tracking, compliance verification, vendor qualification, approval and rejection workflows, resubmission management, and automatic vendor creation in Odoo Purchase. Eliminate manual onboarding processes and build a centralized supplier management system with complete visibility and control.

1. Module Installation

The Vendor Onboarding & Registration Portal module is available in the Odoo Apps screen. After installation, the system enables vendor registration menus, portal pages, email templates, approval configuration, and vendor conversion features.

2. Configuration

The administrator configures approval users, approval sequence, contact email, mobile number, declaration text, and vendor portal URL. This setup ensures every registration follows the company approval process.

3. User Access Rights

Dedicated access rights are available for Vendor Onboarding. Internal users can be assigned roles such as Administrator, Vendor Approver, and Invite Vendor to control who can invite, review, approve, or convert vendors.

4. Invite Vendor Wizard

The Invite Vendor form allows the internal user to enter the vendor type, company name, and email address. Once the invitation is sent, the vendor receives login credentials and a portal registration link.

5. Vendor Invitation Email

Create a new quotation and select Instant Sale as Sales View Type. Choose the source location for stock.

6. Portal Registration and Submission

The vendor completes a step-by-step portal registration process covering company details, tax and bank details, documents, questions, preview, and declaration. After submission, the system displays the application reference number and current status.

7. Vendor Dashboard - Submitted Application

The portal dashboard lists the vendor applications with application number, company name, status, completion percentage, submitted date, and print option. This allows vendors to track their registration progress without contacting the internal team.

8. Backend Review - Under Review Status

After submission, the backend user can open the vendor registration record, review submitted details, check the current approver, and view the application status in the workflow bar.

9. Approval Completion and Convert to Vendor

Once all approvers complete their approval, the application moves to Approved status. The Approvals tab stores each approver, sequence, approval state, approved date, and remarks. The Convert to Vendor button becomes available for final conversion.

10. Converted to Vendor Status

After conversion, the workflow status changes to Converted to Vendor. The converted vendor is linked back to the registration record, giving the team a clear audit trail from invitation to final vendor creation.

11. Vendor Master with Documents

The vendor contact record stores the submitted company information, tax details, and uploaded vendor documents such as GST Document and Quality Certificate from the portal information. This keeps compliance documents directly available in the vendor master.

12. Approval Confirmation Email

After approval and conversion, the system sends a confirmation email to the vendor. The email confirms successful registration approval and provides a button to access the vendor dashboard.

13. Vendor Portal - Converted Status

The vendor can see the final Converted status in the portal dashboard. The completion bar shows 100%, and the Print action allows the vendor to download or print registration details.

14. Printable Vendor Registration Report

The printable report consolidates company details, contact details, tax details, bank details, uploaded documents, additional questions, declaration, date, and signature in a single document for audit and internal records.

Frequently Asked Questions