Orders

Understanding the Order Lifecycle

Vendex tracks the complete journey from proposal to payment:

1

Proposal Draft

2

Proposal Sent

3

Negotiation

4

Proposal Approved

5

Purchase Order Issued

6

Service Commenced/Product In Transit

7

Service Concluded/Product Delivered

8

Invoice Created

9

Payment Complete

Status	Description	Next Actions
Proposal Draft	Initial proposal being prepared	Complete proposal, send
Proposal Sent	Awaiting customer review	Follow up
Negotiation Initiated	Customer reviewing/discussing	Respond to feedback
Proposal Approved	Customer accepted proposal	Convert to PO
Purchase Order Issued	Formal PO received	Begin fulfillment
Product Delivered	Goods received by customer	Create invoice

Creating an Order

1. Go to Orders and click "+ New Order"

2. Choose customer or click "+ Add New Customer" to create profile

3. Enter order title, detailed description, and current status

4. Select buyer setup: "Buyer is using Vendex" or "Buyer is not using Vendex"

5. (Optional) Add proposal details: cover letter, upload documents (RFP response, technical specs, pricing)

6. Click "Create Order"

Managing Orders

Navigate to Orders to see comprehensive list with customer name, date created, current status, and order amount. Filter by status, date range, customer name, amount range, or order ID.

Order Communication

Track all activity within each order using the internal order feed. Message types include proposal submissions, customer responses, document uploads, status updates, and system notifications.

Both you and the customer receive email notifications when proposals are sent, customers respond, POs are issued, delivery is confirmed, or invoices are created.

Converting Orders to Invoices

When order reaches "Product Delivered" or "Service Concluded":

1. Open order detail page

2. Click "Create Invoice" button

3. Invoice pre-fills with customer information, order reference, description, and linked documents

4. Complete invoice details

5. Send invoice to customer

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Buyer Portal Access

For customers using Vendex or external buyers, provide portal access via:

• Email link: Customer receives link in order notification

• Direct URL: https://getvendex.com/portal

Portal features for buyers include:

• View order status and download documents

• Communicate with supplier and approve proposals

• Upload purchase orders, confirm deliveries, and view/pay invoices

• Upload or create Purchase Orders in Procurement > New Order.

Manage the end‑to‑end sales‑order cycle. Receive POs from buyers via Buyer's portal, track fulfillment status, and automatically convert approved POs into invoices, ensuring no orders slip through the cracks.