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Zone Vendor Portal: Complete Implementation Guide

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.

Welcome to Zone Vendor Portal! This guide walks you through implementing a self-service Vendor Portal that streamlines vendor onboarding, vendor detail updates, and required document tracking.

1. The Pre-Flight Checklist

Before we begin, ensure you have the following ready to avoid any roadblocks during setup:

  • Administrator Access: Required for running the Vendor Portal setup assistant.
  • ZoneCapture Bundle: Verify that the ZoneCapture bundle is installed and active (Customization > SuiteBundler > Search & Install Bundles > List). 
  • Vendor Portal License: Ensure that the Vendor Onboarding Portal Standard module is set to 'Active' on your ZoneCapture license. (Note: The module comes at an additional cost and may require reaching out to the Sales team for activation).
  • Role Assignment Strategy: Determine which internal team member will act as the primary Vendor Portal Administrator (preferably someone who holds the “Administrator” role in NetSuite). Additionally, map out which other team members will require the Vendor-approver or standard User roles within the portal.

2. The Quick-Start Path

Here is the high-level roadmap of what we will accomplish:

  1. Enable Features: Activate Client SuiteScript, Server SuiteScript, and Token-based authentication in NetSuite setup.
  2. Run Setup Assistant: Global search "Vendor Portal Setup", enable Vendor Management, select an Administrator, and generate/save your Token ID and Secret using the Zone & Co Vendor Portal Integration application.
  3. Deploy Script: Go to Customization > Scripting > Scripts > Deployments and change the Vendor Portal Sync Files (Scheduled) script status to 'Scheduled'.
  4. Initial Portal Login: Check your inbox for the activation email, create your password, and log into the portal.
  5. Assign Users: Inside the Vendor Portal under 'Users', configure roles by assigning your team the Admin, Vendor-approver, or User permissions.
  6. Understand Data Sync: Note that company information synchronises only once during installation. Ongoing data pulls from NetSuite every 10 minutes, and changes from the Portal push to NetSuite immediately.

🛠️ Note: This guide provides the comprehensive, step-by-step text instructions you need to configure the system quickly. However, if you ever need visual confirmation or UI screenshots to locate a specific field, we've included links to the corresponding Zone Knowledge Base articles.

3. The Deep Dive: Step-by-Step Configuration

Step 1: Enable Features

  1. Specific features must be enabled to activate the functionality of the Vendor Portal.
  2. Navigate to Setup > Company > Enable Features and access the "SuiteCloud" subtab.
  3. Enable the “Client SuiteScript” and "Server SuiteScript" options. (Failure to enable this feature will prevent NetSuite from running the scripted logic).
  4. Inside the same subtab of SuiteCloud, allocate the section “Manage authentication” and enable the “Token-based authentication”.

Note: NetSuite will prompt you to confirm the SuiteCloud Terms of Service upon enabling these features.

Step 2: Run the Vendor Portal Setup Assistant

Obtain the Access Token and establish the integration inside NetSuite.

  1. Launch Assistant: Use the global search within NetSuite, type "Vendor Portal Setup" and select "Edit" to proceed. The Assistant will then walk you through the required steps.
  2. Configuration: Make sure Vendor Management is enabled. (Support is optional). Select the user that will act as an Administrator for setting up the Vendor portal. (Preferably, this user has to hold the “Administrator” role in NetSuite too).
  3. Token Setup: When the Access Token page is reached, under Application name, select the Zone & Co Vendor Portal Integration. Update the name of the token upon preference.
  4. Store Secrets: On “Save”, store the Token ID and Token Secret created.
  5. Upon completion, the system will activate the "Connection successful" checkbox. On “Finish”, the system will redirect you to the Zone Vendor Portal login page.

Step 3: Deploy the Vendor Portal Sync Files Script

One additional step is required to obtain a full synchronization between NetSuite and the Vendor Portal.

  1. Log in to NetSuite using the Administrator role. Navigate through Customization > Scripting > Scripts.
  2. Click on the 'Deployments' tab and then on the Vendor Portal Sync Files (Scheduled) title.
  3. Edit the deployment by only updating its status from 'Not Scheduled' to 'Scheduled', then Save.

đź”— View UI screenshots for Steps 1 to 3

Step 4: Log into the Portal for the First Time

After successfully deploying the Vendor Portal in NetSuite, the designated administrator must activate their account before they can begin setting up the rest of the team.

  1. Check your inbox for the portal activation email (this is triggered automatically once the NetSuite Setup Assistant is completed).
  2. Click the Activate Account link provided in the message.
  3. Follow the on-screen prompts to create your secure password.
  4. After confirming your new password, the system will route you to the main login page. Enter your credentials to access your Vendor Portal Dashboard.

Step 5: Assign Users

The Vendor Portal by default comes with three user roles: Admin, Vendor-approver, and User.

  1. Navigate inside the Vendor Portal under 'Users'.
  2. Within the section of NetSuite Users, select the user to be added, then click Invite.
  3. Set the correct role, then click Invite. (Prior to providing your users with roles, refer to the tables storing permission details).

đź”— View UI screenshots for Steps 4 to 5

Step 6: Understand Data Sync

Data synchronisation between the Vendor Portal and NetSuite account happens in two ways:

  1. Initial Data Synchronisation (One-Time):
    • Master Account data (Setup > Company > Company Information) is synchronised from NetSuite only once during installation.
    • This data remains static; any subsequent alterations made in either system will not be mirrored in the other.
  2. Scheduled Data Synchronisation (Ongoing):
    • NetSuite to Portal: Fresh data from the NetSuite account is automatically synchronised to the Vendor Portal every 10 minutes.
    • Portal to NetSuite: Any changes made in the Vendor Portal trigger immediate synchronisation to update the NetSuite account.

4. Validation Steps: How to know it worked

  • Connection Status: Upon completion of the Setup Assistant (Step 2), the system will activate the "Connection successful" checkbox, confirming that the setup has been successfully executed.
  • Email Verification: Confirm the Integration User received the "Registration Invitation" email, proving the connection is active.
  • Access Validation: Successfully set a password via the activation link and log in to reach the main Dashboard.
  • Sync Confirmation: Verify that active NetSuite employees and vendors are visible in the portal, confirming data is flowing correctly.
     
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