--- title: Vendor Portal Overview and Conversion Options description: Learn how to set up and manage the Aclarian Vendor Portal, including vendor registration, invoice submission, profile updates, and conversion options. --- [Skip to content](https://support.aclarian.com/aclarian-client-support-knowledge-base/vendor-portal-overview-and-conversion-options#main-content) English - United States Show submenu for translations [Client Support Portal](https://support.aclarian.com/aclarian-tickets?hsLang=en-us) [![BRANDING ELEMENTS LIBRARY (11)](https://support.aclarian.com/hs-fs/hubfs/BRANDING%20ELEMENTS%20LIBRARY%20(11).png?width=500&height=141&name=BRANDING%20ELEMENTS%20LIBRARY%20(11).png)](https://Aclarian.com) Open main navigation Close main navigation - English - United States Show submenu for translations - [Client Support Portal](https://support.aclarian.com/aclarian-tickets) How can we help you? - There are no suggestions because the search field is empty. 1. [Aclarian Client Support Knowledge Base](https://support.aclarian.com/aclarian-client-support-knowledge-base?hsLang=en-us) 2. [Purchasing](https://support.aclarian.com/aclarian-client-support-knowledge-base/purchasing?hsLang=en-us) 3. [Data Management](https://support.aclarian.com/aclarian-client-support-knowledge-base/purchasing?hsLang=en-us#data-management) May 11, 2026 # Vendor Portal Overview and Conversion Options ## Learn how the Vendor Portal works, what vendors can do, and how to choose the right conversion approach. Use this article to set up and manage the Aclarian Vendor Portal.   This portal helps vendors complete key tasks online. Vendors can: - Register as new vendors - Submit invoices - View invoice status - View purchase order history - Request vendor information changes All portal submissions enter Aclarian as draft forms. An internal user must review each draft. The internal user then submits it into workflow. ### ***Overview*** The Vendor Portal supports three main submission types: - Vendor registration - Vendor invoice submission - Vendor information change request Vendors can also create a profile. A profile lets vendors: - View invoice history and status - View purchase order history - Submit profile change requests ### ***Portal Configuration*** Go to: **Purchasing Module \> Data Management \> Purchasing/Payments Portal Configuration** Administrators can turn these features on or off: - Invoice submission - Vendor registration - Signup, login, and profile setup - Login requirement for invoice submission - Invoice history - Purchase order history - Vendor information change requests ### ***Submission Routing*** Each submission type can route to: - A specific user - A workflow group A workflow group is the recommended option. It is easier to scale. It also helps avoid bottlenecks. You can set routing for: - Vendor registration - Vendor invoice submission - Vendor information change request ![](https://support.aclarian.com/hs-fs/hubfs/image-png-May-11-2026-05-08-50-7681-AM.png?width=652&height=240&name=image-png-May-11-2026-05-08-50-7681-AM.png) Assigned users will: - Receive submissions on their dashboard - See submissions as draft forms - Review the forms - Submit the forms into workflow ### ***Delegation*** Users who receive portal submissions can use the **Delegate** option. Delegation lets one internal user reassign a draft form to another internal user. ![](https://support.aclarian.com/hs-fs/hubfs/image-png-May-11-2026-05-09-41-5759-AM.png?width=520&height=423&name=image-png-May-11-2026-05-09-41-5759-AM.png) After delegation: - The new user becomes the **Requested By** user - The form appears on the new user’s dashboard - The new user reviews and submits the form Use delegation when the original reviewer needs help with: - GL coding - Vendor status - Vendor history In Form Search: - **Requested By** shows the delegated user - **Modified Date** shows the latest update - **Delegated By** shows the original user ### ***Vendor Registration Process*** ### Vendor steps The vendor completes the registration form in the portal. ![](https://support.aclarian.com/hs-fs/hubfs/image-png-May-11-2026-05-11-35-7050-AM.png?width=316&height=377&name=image-png-May-11-2026-05-11-35-7050-AM.png) Required information includes: - Address information - W9, or a reason why it does not apply - Payment preferences - Contact information ACH is optional. ![](https://support.aclarian.com/hs-fs/hubfs/image-png-May-11-2026-05-12-02-8871-AM.png?width=630&height=348&name=image-png-May-11-2026-05-12-02-8871-AM.png) After the vendor submits the form, the vendor receives: - A success message - An approval email with the Vendor ID after approval ### Internal review steps The registration appears as a draft Vendor Form. The reviewer should: 1. Open the form 2. Review all fields 3. Confirm W9 and 1099 classification 4. Check for duplicate vendors 5. Make edits if needed 6. Submit the form for approval If configured, the system can check for duplicate vendors using TIN validation. ### Result After approval: - The vendor record is created - The vendor receives a confirmation email - The email includes the Vendor ID - The email includes a link to the Vendor Portal The form then moves into the standard vendor workflow. ### ***Vendor Profile Setup*** After approval, the vendor uses the Vendor ID to create login credentials. If the vendor does not know the Vendor ID, internal users can find it here: - **Purchasing Module \> Data Management \> Vendor Management** **![](https://support.aclarian.com/hs-fs/hubfs/image-png-May-11-2026-05-12-57-0731-AM.png?width=559&height=292&name=image-png-May-11-2026-05-12-57-0731-AM.png)** More than one user can register under the same Vendor ID. You can review vendor profiles in the Vendor Management table. Use the caret dropdown for each vendor. This shows the email addresses of registered profiles. ### ***Vendor Information Change Requests*** ### Vendor steps Vendors can submit updates to their profile. Only one active request is allowed at a time. ### Internal review steps The request appears as a draft vendor information change request form. It appears on the dashboard for the selected user or group. The system highlights: - Changed fields in red - Previous values in gray ![](https://support.aclarian.com/hs-fs/hubfs/image-png-May-11-2026-05-14-52-8699-AM.png?width=631&height=250&name=image-png-May-11-2026-05-14-52-8699-AM.png) The reviewer should: 1. Validate the requested changes 2. Apply internal controls 3. Submit the request into workflow ### Recommended controls Use extra review for sensitive changes. Examples include: - Banking or ACH changes - TIN or SSN changes For banking changes: - Confirm the change by phone or email before approval For TIN or SSN changes: - A new vendor registration is usually required ### Result After approval: - The vendor profile updates - Change history stays in the Vendor Form ### ***Invoice Submission Process*** When a vendor submits an invoice, the portal asks: - **Is there a Purchase Order associated with this invoice?** The answer controls how the submission enters Aclarian. ### Invoice with a purchase order If the box is checked: - PO Number becomes required - The invoice enters Aclarian as an Invoice Approval Form with PO ![](https://support.aclarian.com/hs-fs/hubfs/image-png-May-11-2026-05-16-28-5023-AM.png?width=670&height=120&name=image-png-May-11-2026-05-16-28-5023-AM.png) If the vendor is logged in: - The system validates that the PO belongs to that vendor If the vendor is not logged in: - The request can still submit - The PO may be incorrect - Internal review is required Reviewer actions: - Verify the amount - Adjust the fiscal month if needed - Submit the form into workflow ### Invoice without a purchase order If the box is not checked: - The invoice enters Aclarian as a Check Request ![](https://support.aclarian.com/hs-fs/hubfs/image-png-May-11-2026-05-17-22-0579-AM.png?width=670&height=121&name=image-png-May-11-2026-05-17-22-0579-AM.png) If the vendor is logged in: - The vendor name fills in automatically If the vendor is not logged in: - The reviewer must assign the vendor - The reviewer must complete missing fields Reviewer actions: - Add GL coding - Review attachments - Submit the form into workflow ### ***Where to Find Portal Submissions*** Use these locations to find submissions: - Dashboard - Form Search The dashboard is the primary location. Form Search is the best fallback option. In Form Search: - Sort by Created Date - Look for forms with **Delegate Allowed: Yes** - Check whether **Delegated By** has a value These signs often show that the form came from the Vendor Portal. ![](https://support.aclarian.com/hs-fs/hubfs/image-png-May-11-2026-05-19-19-9574-AM.png?width=670&height=136&name=image-png-May-11-2026-05-19-19-9574-AM.png) ### **Should Vendors Be Required to Log In?** - Organizations can decide whether login is required before invoice submission. ### If login is required![](https://support.aclarian.com/hs-fs/hubfs/image-png-May-11-2026-05-19-49-3258-AM.png?width=670&height=117&name=image-png-May-11-2026-05-19-49-3258-AM.png) Pros: - The vendor is identified automatically - The vendor name fills in on check requests - Manual cleanup is reduced Cons: - It adds steps for the vendor - It may reduce portal use ### If login is not required![](https://support.aclarian.com/hs-fs/hubfs/image-png-May-11-2026-05-20-24-2677-AM.png?width=670&height=115&name=image-png-May-11-2026-05-20-24-2677-AM.png) Pros: - It is easier for vendors to submit invoices - More vendors may use the portal Cons - The vendor may not be identifiable - Reviewers may need to complete more fields   ***Recommendation*** - Choose the setup that fits your goal. - If ease of use matters most, allow submission without login. - If cleaner processing matters most, require login. - Best practice is to encourage login either way. ### ***Invoice and Purchase Order History*** Vendors can view invoice status in the portal. Possible statuses include: - **In Progress**: The submission is in workflow - **Completed**: The submission is approved and pending payment - **Denied**: The invoice was denied in workflow Completed invoices can show the approval date. ![](https://support.aclarian.com/hs-fs/hubfs/image-png-May-11-2026-05-21-32-3067-AM.png?width=606&height=289&name=image-png-May-11-2026-05-21-32-3067-AM.png) Vendors can also: - View purchase order details - Download purchase order documents ![](https://support.aclarian.com/hs-fs/hubfs/image-png-May-11-2026-05-21-47-0807-AM.png?width=527&height=232&name=image-png-May-11-2026-05-21-47-0807-AM.png) **Note:** Updates may take several minutes to appear. ### ***Key System Behaviors*** Keep these points in mind: - All portal submissions enter as draft forms - Submissions follow standard workflows after review and submission - Vendor ID is required for profile setup - Vendor ID is required for authenticated submissions - Logged in vendors usually provide more accurate data ### Best Practices Use these best practices during setup and daily processing: - Assign workflow groups instead of individual users - Use delegation to prevent bottlenecks - Validate banking changes carefully - Check for duplicate vendors - Encourage vendors to create profiles - Encourage vendors to submit invoices while logged in ### ***Vendor Data Conversion Strategy*** Before go live, decide how vendor data will enter Aclarian. ### Option 1: Re-registration Vendors register from scratch in the portal. Best when: - You are not converting history - You are not converting open purchase orders - Legacy data is limited - Legacy data is outdated Pros: - Cleaner vendor data - W9 is collected before submission - Less conversion work - Strong portal adoption Cons: - Harder to load payment history - Harder to load open purchase orders - More vendor communication is needed - More review work may happen after go live - Some vendors may still need manual setup ### Option 2: Full conversion Legacy vendor data is imported. Best when: - You need continuity at go live - You need payment history - You need open purchase order conversion - Legacy data is reliable Pros: - Faster production readiness - Supports history and open purchase orders - Less work after go live Cons: - Data cleanup may be needed - Imported data may be outdated - W9 forms cannot be imported - W9 forms must be attached later or collected by change request ### Option 3: Hybrid approach Legacy data is imported. Vendors then validate or update their information in the portal. This is the recommended option for most organizations. Best when: - You need continuity - You also want better data quality over time Pros: - Supports history and purchase order conversion - Improves data quality over time - Encourages portal use Cons: - Requires both conversion and communication - W9 follow up is still needed after import   ***Vendor Conversion Options Summary*** | Option | Summary | Pros | Cons | Recommended For | | --- | --- | --- | --- | --- | | Re-Registration (Portal Only) | Vendors register from scratch in portal | Cleanest data; W9 required upfront; minimal conversion effort; strong portal adoption | Harder to load history and POs; requires vendor outreach; review workload; some vendors will not register | Clients not converting history or POs; introducing ACH; limited or messy legacy data | | Full Conversion | Import legacy vendor data | Immediate readiness; supports history and open PO conversion; less post go live effort | Data cleanup required; risk of outdated info; W9s cannot be imported; lower portal adoption | Clients needing full continuity; good data access; established processes | | Hybrid (Recommended) | Import data plus vendors validate via portal | Balanced approach; supports history and POs; improves data over time; encourages portal use | Requires conversion plus communication; W9 follow up needed | Most clients; need continuity but want improved data quality | ### ***Summary*** The Vendor Portal gives vendors a simple way to register, submit invoices, and request profile changes. Each submission enters Aclarian as a draft form. An internal user reviews the draft. The internal user then submits it into workflow. Use workflow groups, delegation, and strong review controls for the best results. #### Need help? If you have questions about **Vendor Portal Setup and Processing Guide**, contact the Aclarian Client Support team for assistance . - Email: [clientsupport@aclarian.com](mailto:clientsupport@aclarian.com) - Contact your assigned Customer Support liaison - For urgent issues, use the Live Chat Feature   - [Billing/AR](https://support.aclarian.com/aclarian-client-support-knowledge-base/billing-ar?hsLang=en-us#main-content) - [Forms](https://support.aclarian.com/aclarian-client-support-knowledge-base/billing-ar?hsLang=en-us#forms) - [Data Management](https://support.aclarian.com/aclarian-client-support-knowledge-base/billing-ar?hsLang=en-us#data-management) - [Budgeting](https://support.aclarian.com/aclarian-client-support-knowledge-base/budgeting?hsLang=en-us#main-content) - [Forms](https://support.aclarian.com/aclarian-client-support-knowledge-base/budgeting?hsLang=en-us#forms) - [Data Management](https://support.aclarian.com/aclarian-client-support-knowledge-base/budgeting?hsLang=en-us#data-management) - [Reports](https://support.aclarian.com/aclarian-client-support-knowledge-base/budgeting?hsLang=en-us#reports) - [Capital Assets](https://support.aclarian.com/aclarian-client-support-knowledge-base/capital-assets?hsLang=en-us#main-content) - [Forms](https://support.aclarian.com/aclarian-client-support-knowledge-base/capital-assets?hsLang=en-us#forms) - [Data Management](https://support.aclarian.com/aclarian-client-support-knowledge-base/capital-assets?hsLang=en-us#data-management) - [Reports](https://support.aclarian.com/aclarian-client-support-knowledge-base/capital-assets?hsLang=en-us#reports) - [Cashiering](https://support.aclarian.com/aclarian-client-support-knowledge-base/cashiering?hsLang=en-us#main-content) - [Data Management](https://support.aclarian.com/aclarian-client-support-knowledge-base/cashiering?hsLang=en-us#data-management) - [General](https://support.aclarian.com/aclarian-client-support-knowledge-base/general?hsLang=en-us) - [General Ledger](https://support.aclarian.com/aclarian-client-support-knowledge-base/general-ledger?hsLang=en-us#main-content) - [Forms](https://support.aclarian.com/aclarian-client-support-knowledge-base/general-ledger?hsLang=en-us#forms) - [Data Management](https://support.aclarian.com/aclarian-client-support-knowledge-base/general-ledger?hsLang=en-us#data-management) - [Reports](https://support.aclarian.com/aclarian-client-support-knowledge-base/general-ledger?hsLang=en-us#reports) - [Payments](https://support.aclarian.com/aclarian-client-support-knowledge-base/payments?hsLang=en-us#main-content) - [Forms](https://support.aclarian.com/aclarian-client-support-knowledge-base/payments?hsLang=en-us#forms) - [Data Management](https://support.aclarian.com/aclarian-client-support-knowledge-base/payments?hsLang=en-us#data-management) - [Reports](https://support.aclarian.com/aclarian-client-support-knowledge-base/payments?hsLang=en-us#reports) - [Project & Grants](https://support.aclarian.com/aclarian-client-support-knowledge-base/project-grants?hsLang=en-us#main-content) - [Forms](https://support.aclarian.com/aclarian-client-support-knowledge-base/project-grants?hsLang=en-us#forms) - [Reports](https://support.aclarian.com/aclarian-client-support-knowledge-base/project-grants?hsLang=en-us#reports) - [Purchasing](https://support.aclarian.com/aclarian-client-support-knowledge-base/purchasing?hsLang=en-us#main-content) - [Forms](https://support.aclarian.com/aclarian-client-support-knowledge-base/purchasing?hsLang=en-us#forms) - [Data Management](https://support.aclarian.com/aclarian-client-support-knowledge-base/purchasing?hsLang=en-us#data-management) - [Treasury Management](https://support.aclarian.com/aclarian-client-support-knowledge-base/treasury-management?hsLang=en-us#main-content) - [Forms](https://support.aclarian.com/aclarian-client-support-knowledge-base/treasury-management?hsLang=en-us#forms) - [Data Management](https://support.aclarian.com/aclarian-client-support-knowledge-base/treasury-management?hsLang=en-us#data-management) - [User Management](https://support.aclarian.com/aclarian-client-support-knowledge-base/user-management?hsLang=en-us) - [Workflow Management](https://support.aclarian.com/aclarian-client-support-knowledge-base/workflow-management?hsLang=en-us) - [FAQs](https://support.aclarian.com/aclarian-client-support-knowledge-base/faqs?hsLang=en-us#main-content) - [Budgeting](https://support.aclarian.com/aclarian-client-support-knowledge-base/faqs?hsLang=en-us#budgeting) - [Capital Assets](https://support.aclarian.com/aclarian-client-support-knowledge-base/faqs?hsLang=en-us#capital-assets) - [Cashiering](https://support.aclarian.com/aclarian-client-support-knowledge-base/faqs?hsLang=en-us#cashiering) - [General / Login](https://support.aclarian.com/aclarian-client-support-knowledge-base/faqs?hsLang=en-us#general-login) - [General Ledger](https://support.aclarian.com/aclarian-client-support-knowledge-base/faqs?hsLang=en-us#general-ledger) - [Payments](https://support.aclarian.com/aclarian-client-support-knowledge-base/faqs?hsLang=en-us#payments) - [Purchasing](https://support.aclarian.com/aclarian-client-support-knowledge-base/faqs?hsLang=en-us#purchasing) - [User Management](https://support.aclarian.com/aclarian-client-support-knowledge-base/faqs?hsLang=en-us#user-management) - [Workflow](https://support.aclarian.com/aclarian-client-support-knowledge-base/faqs?hsLang=en-us#workflow) - [Templates](https://support.aclarian.com/aclarian-client-support-knowledge-base/faqs?hsLang=en-us#templates) - [Aclarian Enhancements](https://support.aclarian.com/aclarian-client-support-knowledge-base/aclarian-enhancements?hsLang=en-us) [![Aclarian\_logo\_Horiz\_4CTM](https://support.aclarian.com/hs-fs/hubfs/Aclarian_logo_Horiz_4CTM.jpg?width=375&height=64&name=Aclarian_logo_Horiz_4CTM.jpg "Aclarian_logo_Horiz_4CTM")](http://Aclarian.com) Copyright © 2026, Aclarian LLC