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Creating a user (Vendor)

Accessing the admin area

The admin area can be reached by clicking on your username at the top right hand corner of the screen. You will need to click username 

By clicking on the username option from the admin drop down you will be presented with a list of users, which are associated with the companies you have enabled.

By clicking on the username you will be able to access the user specific information, which  can be tailored for their profile.

The columns on the user dashboard page are  configurable, meaning that you have the option to show / hide on any of the columns (list of columns shown on the left) 

Username - The name used to log into the portal.

Vendor  - if the user is a vendor then their vendor number (prefixed with the company code) will be listed here.

Buyer - If the user is a buyer then the buyer id will appear in this column.  If the buyer is a system administrator then the buyer number will always be 000.

Superuser -  a Y in the column will indicate a system administrator.

DataKITE - a Y in the column means they have access to our Power BI reporting system (Please contact us for more info about this)

Internal Viewer - a Y in the column mean user only has access to read only privileges.

2FA - a Y in the column indicates if the account has  two different types of verification, not just your password, to log in.

Locked -  If the status is Y then the account is locked - Y -  (usually due to too many wrong attempts at logging in)

Last Login - The date shows the last time the user successfully logged into i2B.

Delete - Button should only be clicked if you wish to remove the user from i2B.

 

Step 1  Creating a new vendor user profile

 

In order to create a new user click on the Add User Details from the page section in under the Username menu option (found under your profile name on the top right hand corner of the page). 

From this page you need to select the basic features of the profile, all of these aside from the username and password can be changed in step 2 or via the edit function.  

Setting a vendor up we enable the Vendor options (highlighted)

 

 

Step 2   Tailoring the profile  /Editing a profile (username drill down)

One you have set up a unique username and password you are then required to tailor the users profile and enable / disable features.  

This is the same screen you are presented with when editing a user, this screen is accessible by  drilling down onto the profile username.

The top section “Allowed Company Codes” enables you to add/delete companies from the user profile.  You can only add company codes to a user, if your profile has access to those companies and you have them enabled / switched on in your profile.    In the screen shot below only i2B Testing Company  - USA is enabled so this will be the only company available to select and create new users in (even though the user has access to i2B Testing Company - ASIA and i2B Test Company - AUSPAC)

 

Step 3  Adding Vendor Number 

When setting up a vendor, you’ll need to enter their unique vendor number. Start by typing the first two digits of the number—this will trigger a dropdown list to appear. From the list, select the correct vendor ID to complete the entry.

Step 4 Editing a user profile (menu options)

You can control which modules your suppliers have access to by enabling or disabling each option in the list.

All Your Documents / Changed / New Documents
Displays all documents related to your account, including newly created or recently updated ones.

Vendor Deliveries
Tracks and manages delivery information from vendors, including expected and completed shipments.

Shipping Confirmations
Shows confirmations for shipped goods, ensuring delivery details are accurate and up to date.

Service Entry
Used to record and manage service-related entries, such as completed work or service confirmations.

Vendor Invoices
Provides access to invoices submitted by vendors for payment processing and review.

Delivery Schedules
Displays planned delivery timelines and schedules for goods and services.

Request for Quotations
Allows you to create, view, and manage RFQs sent to suppliers for pricing and terms.

Requisitions
Handles internal requests for goods or services before purchase orders are created.

Change Request
Used to submit and track changes to existing orders, contracts, or project details.

Supplier Onboarding
Facilitates the process of registering and setting up new suppliers in the system.

Contract Management
Stores and manages supplier contracts, including terms, renewals, and compliance.

Supplier Projects / General Comms
A communication hub for supplier-related projects and general correspondence.

Contacts
Maintains a directory of supplier and vendor contact details for quick access.

DataKITE
Likely a specialized module for data analysis, reporting, or integration (specific functionality may vary).

Reports
Provides reporting tools for analysing procurement, deliveries, invoices, and other activities.

The bottom section of the user profile allows you to set when a vendor will receive an open order report.  The open order report is a snapshot of open orders sent via email in excel format to the vendor. If there is a Green  dot next to the day of the week then an email will be sent to the vendor on that day.  (The email address to where the report will be sent is set up in the vendor profile area)

 

Step 5: Assign Email Addresses to the Vendor Profile

After completing the previous steps, you must assign at least one email address to the vendor account. This email address will be used to send notifications about new and updated orders.

How to do this:

  1. Navigate to the Admin Area.
  2. Select Vendor from the menu.

 

Global Settings Fields

  1. Vendor Language
    Select the preferred language for vendor communication and notifications.
  2. Currency
    Specify the currency used for transactions with this vendor.
  3. Terms of Payment
    Define the payment terms (e.g., number of days for payment after invoice).
  4. Global Vendor Number
    A unique identifier for the vendor across the system.
  5. Group Vendor Name
    Enter the vendor’s group name if applicable (used for grouping related vendors).
  6. Category Manager (ERP Username)
    Assign the ERP username of the category manager responsible for this vendor.
  7. Reporting Category #1
    First reporting category for classification (e.g., department or type of service).
  8. Reporting Category #2
    Second reporting category for classification (e.g., SaaS, hardware, etc.).
  9. Reporting Category #3
    Third reporting category for additional classification.
  10. Reporting Category #4
    Fourth reporting category for further segmentation.
  11. Reporting Category #5
    Fifth reporting category for detailed reporting needs.
  12. Reporting Category #6
    Sixth reporting category for extended classification.
  13. Reporting Category #7
    Seventh reporting category for comprehensive reporting structure.

 

 

Active Date & Contact Details Fields

  1. Active Date (dd/mm/yyyy)
    Specifies the date when the vendor profile becomes active.
  2. Active?
    Checkbox to indicate whether the vendor account is currently active.
  3. Auto Publish?
    Option to automatically publish vendor-related updates (if enabled).
  4. Intercompany?
    Checkbox to mark the vendor as part of an intercompany setup.

Contact Details Section

  1. Contact
    Field for entering the primary contact person’s name or details.
  2. URL
    Vendor’s website address for quick access.
  3. Main Email
    Primary email address for all notifications and communications.
  4. Copy to Email #1
    Additional email address to receive copies of notifications.
  5. Copy to Email #2
    Second additional email address for notifications.
  6. Copy to Email #3
    Third additional email address for notifications.
  7. Copy to Email #4
    Fourth additional email address for notifications.
  8. Reject Contact Email
    Email address to receive notifications about rejected orders or requests.
  9. Overdue / Imminent Email
    Email address for alerts about overdue or imminent actions.
  10. RFQ Email
    Email address dedicated to receiving Request for Quotation communications

 

Delivery Schedule Email
Email address to receive notifications related to delivery schedules.

Copy to Delivery Schedule Email
Additional email address for copies of delivery schedule notifications.

Purchase Contract Email
Email address for receiving purchase contract-related communications.

Copy to Purchase Contract Email
Additional email address for copies of purchase contract notifications.

Invoice / Remittance Email
Email address for receiving invoices and remittance advice.

SES Email
Email address for Service Entry Sheet notifications.

Open Order Email
Email address for notifications about open orders.

Cut Off (Number of Days or Blank Picks Up All)
Defines the cut-off period for notifications (enter number of days or leave blank to include all).

Shipping Settings

  1. Shipping Confirmations Delivery Filter (number of days, 0 = no filter)
    Sets the number of days to filter shipping confirmations. Enter 0 to disable filtering.
  2. Transit Days
    Specifies the expected number of days for goods to be in transit.
  3. Price Coefficient
    Used to apply a multiplier or adjustment factor to pricing calculations.

Intercompany Settings

  1. Intercompany Processing Enabled?
    Checkbox to enable or disable intercompany transaction processing.
  2. Integration Format Options
    Select the format for data exchange:
    • i2B
    • SAP IDOC
    • openTRANS
    • Xero
    • cXML
  3. Send Directly to Their HTTP/HTTPS/Web Service?
    Checkbox to enable sending data directly to the vendor’s web service.
  4. HTTP/HTTPS/Webservice Address
    Field to enter the web service URL for direct integration.
  5. Send Directly to Their FTP Server?
    Checkbox to enable sending data directly to the vendor’s FTP server.
  6. FTP Address
    Field to enter the FTP server address for direct integration.
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