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Eptura Knowledge Center

Using the Vendor Portal

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Much of your maintenance responsibilities may be performed by outside contractors or vendors. The Vendor Portal allows contractors to easily report back to you the work they performed and to list costs and expenses incurred while maintaining your assets and equipment. You'll enjoy greater ease in tracking and communicating with your vendor on a project, through the Vendor Portal. 

Vendor Portal benefits include:

  • No vendor license or login is required for the vendor to interact with your work order.
  • Formatted to display on a mobile device or desktop application.
  • Easy communication between the application and the vendor.
  • Vendors can add in their before and after photos and their invoice.

Before you can use the Vendor Portal, make sure the following is completed:

  • Vendor Record - You need to make sure your Vendor record has the "Can Be Assigned To Work" setting checked on; see Update Vendor's Details.
  • Vendor Portal Set Up - In the Work Order Settings is where you can adjust what a vendor can see on the work order; see Set up the Vendor's Work Orders.

Vendor Portal Process

Summary

The process includes:

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Assign the Vendor to the Work Order

  1. From the menu, navigate to Work Orders.
  2. From the list, click the work order you want to edit.
  3. In the Assign Vendor field, either enter the vendor's name or click the Vendor clipboard_e87f44b63e20475927063a82aaf3b322b.png icon to display the Vendor Work Order Assignment.

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  1. Search or browse the list for the vendor.
  2. Select the vendor and they are assigned.
  3. Click the Save button.

Send the Work Order Email to the Vendor

  1. Click the Email clipboard_e4bd984068367f333a6545588ec5c4b93.png icon and the Email Who? dialog displays.

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  1. Click the Email Vendor option.

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  1. Click the Send button and the email is sent.

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Vendor receives the Work Order Email

Your vendor will receive the email.

  1. Open the email and your vendor will see a button with the WO (work order) number.

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  1. Click the WO # button and the work order displays in the Vendor Portal. 

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  1. Either click the Decline button or Accept button.

Accept and Complete the Work Order

When you accept the work order, the work order details display.

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  1. Complete the following fields:
Field Description
Notes
  1. Click the add new note button.
  2. Enter any notes.
  3. Click the send notes button.
Photos
  1. Click the Before Photo icon and then you can upload a photo.
  2. Click the After Photo icon and then you can upload a photo.
Customer Signature
  1. Click the add customer signature button.
  2. Enter the customer's name.
  3. Click the submit customer signature button.
Laborer Name
  1. Click the add laborer name button.
  2. Enter the laborer's name.
  3. Click the submit laborer name button.
  1. When the vendor's work is done, then click the Complete Work button.

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  1. Click the Attach Invoice PDF button and upload the invoice.

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Work Order updates with the Vendor Status

As the vendor works on the work order, the status will flow back into the work order.

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Invoice

Click the Attachments tab and then you can view and download the invoice.

Signatures

To view the signatures (customer signature and laborer name), click the Information clipboard_e7cd5420ae237a349b43788c281ead0ba.png icon and the Portal Records dialog displays.