Frequently Asked Questions
General Questions
What is the Vendor Management System (VMS)?
The Vendor Management System (VMS) is an online platform designed to streamline vendor profile management, track orders, invoices, payments, and provide a seamless interface for vendor registration and collaboration with our organization.
How do I register as a vendor?
To register as a vendor, click on the "Register" button on the homepage and fill out the required information. After submitting your registration, our team will review your application, and you will be notified once your account is approved.
What documents do I need to submit during registration?
Typically, you’ll need to submit a business registration certificate, tax clearance documents, and relevant licenses. The system will guide you through uploading these files during the registration process.
How do I update my company details?
Once logged in, go to your Vendor Profile section. From there, you can update your company name, address, contact information, and more. Don't forget to click Save to apply changes.
Invoices and Payments
How do I submit an invoice?
Navigate to the Invoices section in your dashboard, click on Create New Invoice, fill in the details, and upload your invoice. Our finance team will review it and process the payment.
How can I track my payment status?
Go to the Payments section of your dashboard to check the status of your payment. You will see statuses like Pending, Approved, Paid, or Rejected.
What should I do if my payment is delayed?
If your payment is delayed, please contact the Finance Department via the support page or through the contact information on your dashboard.
Orders and Delivery
How can I view my orders?
Log into your account and go to the Orders section. Here, you’ll find details about order statuses, delivery timelines, and any notes from the procurement team.
How do I submit delivery notes?
Navigate to the Delivery Notes section, where you can upload documents and provide information about the delivery of specific orders.
Can I edit an order after submission?
No, once an order is submitted, it cannot be edited. If you need to make changes, please contact the Procurement Team directly for assistance.
Profile and Account Management
How do I reset my password?
Click on the Forgot Password link on the login page, enter your registered email address, and you will receive an email with instructions to reset your password.
How do I check my profile completeness?
Your dashboard includes a Profile Completion widget that shows a percentage bar. It will notify you of missing details or documents that need to be completed.
How do I update my bank details?
Go to the Vendor Banking section in your profile settings to update or add new bank account details. Be sure to double-check accuracy as payments will be processed to this account.
Vendor Compliance
What is vendor compliance?
Vendor compliance ensures that vendors meet legal, financial, and regulatory requirements before engaging in business with us. This includes submitting compliance reports and adhering to the terms and conditions.
How do I submit compliance reports?
Compliance reports can be submitted via the Compliance section in your dashboard. Be sure to attach all necessary documents.
How often do I need to update my compliance documents?
Compliance documents generally need to be updated annually or whenever there are changes to your certifications. The system will notify you when updates are required.
Technical Support
What should I do if I encounter an error?
If you experience any issues, contact our Technical Support team via the support page or by emailing support@vms.com with details of the problem.
How do I contact support?
For support, click the Contact Support button on your dashboard, or email us at support@vms.com. You can also reach us by phone at +123-456-7890.
Additional Information
Where can I find the vendor terms and conditions?
You can find the vendor terms and conditions under the Vendor Declarations section of your profile. Review them before accepting or declining.
How do I get notified about new orders or tenders?
You will receive notifications via email and the system dashboard whenever new orders or tender opportunities are available. Ensure your contact details are up-to-date.
