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Vendor Portal Setup and Integration

Zone Vendor Portal is no longer available for purchase. For expanded vendor onboarding capabilities, please contact your Account Manager to learn more about ZoneProcure Vendor Management.

This article provides step-by-step instructions to configure the Zone Vendor Portal. This process includes verifying core dependencies, enabling required NetSuite features, executing the Setup Assistant, and scheduling data synchronization. 

Note: Clicking on the images within this guide will enlarge them for better viewing.

Introduction

The Vendor Portal is a specialized module within ZoneCapture designed to save costs, reduce vendor onboarding time, and improve vendor relationships through a faster, cleaner interaction.

Note: This module comes at an additional cost and is not active in every account by default. To initiate activation, please reach out to our Sales team for assistance.

đź’ˇ Preference Tip: If you prefer a guided experience, follow the video above. For specific navigation paths and script names you can copy/paste, refer to the manual steps below.

Prerequisite: Check ZoneCapture Bundle 

The Vendor Portal is not a standalone platform; it is a module distributed via the ZoneCapture SuiteApp.

  1. Navigate to Customization > SuiteBundler > Search & Install Bundles > List.

  2. Verify that the ZoneCapture bundle is installed and active.

  3. If the bundle is missing, the Vendor Portal setup menus will not appear in your account. Please contact your Professional Services consultant for installation assistance.

Step 1: Enable Features

The Vendor Portal relies on custom scripted logic and secure communication. You must enable specific SuiteCloud features for the integration to work. 

  1. Log into NetSuite and select the Administrator role. 

  2. Navigate to Setup > Company > Enable Features.

  3. Click on the SuiteCloud subtab.

  4. In the SuiteScript section, enable both Client SuiteScript and Server SuiteScript. (NetSuite will prompt you to confirm the SuiteCloud Terms of Service).

    vendor_portal_suite_cloud_suitescript.png

  5. Scroll down to the Manage Authentication section and enable Token-based Authentication. This serves as a robust mechanism for securing communication between NetSuite and the portal. (NetSuite will again prompt you to confirm the SuiteCloud Terms of Service).

    vendor_portal_suite_cloud_manage_authentication.png

  6.  Click Save.

Step 2: Run the Vendor Portal Setup Assistant

Before starting the Vendor Portal Setup Assistant, verify your module's status on your ZoneCapture license record. Ensure that the Vendor Onboarding Portal Standard module is set to 'Active'.

Once verified, follow these steps to run the Setup Assistant:

  1. Launch the Assistant: Using the global search bar within NetSuite, type "Vendor Portal Setup" and select Edit. The Setup Assistant will launch to walk you through the process.

  2. Verify License: Confirm the license is Active and valid, then proceed to the next step.

    vendor_portal_setup_assistant.png

  3. Enable Features: Ensure Vendor Management is enabled. (Note: Support is optional but recommended for troubleshooting.)

    vendor_portal_setup_assistant_features.png

  4. Assign an Administrator: Select the user who will act as the Administrator for the Vendor Portal. Best Practice: This user should also hold the “Administrator” role within NetSuite.

    vendor_portal_setup_assistant_user_and_role.png

  5. Proceed to Token Setup: Once the integration deployment is complete and all checks have passed, proceed to generate your Access Token.

    vendor_portal_setup_assistant_integration_deployment_validated.png

    vendor_portal_setup_assistant_key_generation.png

  6. Generate Access Token: Under Application Name, select Zone & Co Vendor Portal Integration.

    • The Token Name will prepopulate, but you can update it to your preference.

    vendor_portal_setup_assistant_access_token.png

     

  7. Store Credentials: Click Save. 

    • CRITICAL: Immediately store the generated Token ID and Token Secret. These are displayed only once. If lost, the integration must be deleted and recreated.

    vendor_portal_setup_integration_setup.png

  8. Confirm Connection: Upon completion, the system will check the "Connection successful" box, confirming the setup is executed correctly.

    vendor_portal_setup_integration_setup_completed.png

  9. Finish: Click Finish. The system will redirect you to the confirmation browser page.

    vendor_portal_setup_integration_setup_complete_verification.png

    zone_portal_login.png

Step 3: Deploy the Vendor Portal Sync Files Script

The final step is to activate the background process that handles bi-directional data flow.

  1. Ensure you are logged into NetSuite using the Administrator role.

  2. Navigate to Customization > Scripting > Scripts.

  3. Click View next to Vendor Portal Sync Files (Script).

  4. Click on the Deployments tab.

  5. Click on the Vendor Portal Sync Files (Scheduled) title.

    customscript_zc_sch_vp_sync_files.png

  6. Click Edit.

  7. Change the Status dropdown from 'Not Scheduled' to 'Scheduled'.

    customdeploy_zc_sch_vp_sync_files.png

  8. Click Save.

Next Steps 

Once Phase 3 is complete, the employee assigned as the Portal Administrator in Phase 2 will receive an Account Activation email. They must follow the link to set their password and finalize the portal environment.

 

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