Reduce inventory investment without risking material shortages and down time

Eliminate waste and reduce errors by replacing forms with electronic communication

Reduce expediting cost with real-time communication of demand

Reduce procurement costs with supplier self-service and alerts

QAD Supplier Portal is an inventory visibility tool, provided on the QAD Cloud, that allows customers and their authorized suppliers to share information about inventory, scheduling, purchase orders, shipments, Kanbans, invoices, bills of material and more.

QAD Supplier Portal facilitates real-time communication across the supply chains by extracting key inventory and related data from applications and making it visible to suppliers via secure internet access. It provides more up-to-date information and is more reliable and easier to use than methods that depend on paper or e-mails.

Paperless collaboration allows suppliers to enter shipments and communicate electronically with customers. Data can be imported, exported and received with or without EDI. QAD Supplier Portal includes information that suppliers need for shipment processing, including the ability to enter ASNs and print bar code labels. When using QAD Cloud TMS and QAD Supplier Portal together, long-distance trading partners get visibility into the location of their shipments while they are en route to their destination, and receive alert messages on milestones achieved or delayed shipments.

Reduce inventory 20 to 35 percent

Buyer productivity improves 5 to 20 percent

Lower administrative costs 10 to 30 percent

Improve planner productivity 20 to 30 percent

QAD Supplier Portal Solution Overview

QAD Supplier Portal supports improvements in many key metrics by offering a collaborative, web-based solution that supports any procurement model − discrete purchase orders, supplier schedules, Kanban and VMI – including consignment and subcontract purchases.

You and your suppliers share real-time information about inventory, replenishment requirements, demand, shipments, and even invoices, with alerts for any issues that might affect production or product delivery. It includes track and trace functionality to provide visibility into incoming shipments.

Suppliers use self-service to acknowledge your orders, record shipments and create Advance Ship Notices (ASNs) and print barcoded labels. They can also generate draft invoices, making it easier to match shipments, receipts and invoices, and streamline the payment process.

Suppliers can review your requirements 24 hours a day, 7 days a week and can check shipment receipts and invoice status, cutting your administrative costs and reducing errors. Better visibility into demand also helps your suppliers plan more effectively and reduces their costs which they can pass on to you with lower prices.

Provides supplier self-service for invoices, bills of material, specifications and other types of documents.

Allows suppliers to create ASNs and serialized bar code labels without the need for EDI. ASNs include container information for receipt validation.

Scans serialized container shipment labels on receipt improves both accuracy and productivity, and validates against the supplier’s ASN.

Calculates and communicates supplier performance metrics based on portal activities.

Integrates with QAD Cloud TMS to track and trace long distance and overseas shipments, with automatic alerts for delays.

Key capabilities of QAD Supplier Portal follow.


Planners start the day by seeing if there are issues requiring immediate attention. E-mail alerts from QAD Supplier Portal prompts them to investigate further. Using a minimum/maximum (Min/Max) display, the planner spots items below safety stock which are highlighted in red and listed first indicating urgency. All relevant supplementary information is at the planner’s disposal to make the right decisions. Information includes quantity on hand, reorder parameters, planned deliveries, delivery history and complete supplier information.

Min/Max Display


QAD Supplier Portal makes it easy to add items along with relevant Min/Max data and replenishment policies including VMI, discrete purchase orders, supplier schedules or Kanban. Select the method(s) that best suits the circumstances and objectives of your business and even use multiple You may also choose the replenishment calculation policy.

Item Maintenance


Though QAD Supplier Portal supports a variety of procurement methods, the most common method is discrete purchase orders which is typically used for components and raw materials. Depending on your policies, you can also issue purchase orders for sub-contract and non-inventory items and for drop-shipments.


Whenever an order is released, it is sent to QAD Supplier Portal and optionally creates an alert for the supplier to acknowledge or re-acknowledge. Your planner can review open purchase orders to see the acknowledgement and shipment status, optionally using sort and filter options to select just the information wanted. For example, select just orders for a certain period, or by supplier or item. You might also filter orders due today to support the receiving dock by showing them their expected workload.


QAD Supplier Portal also displays Supplier Schedules – planning, ship and aggregate. It uses planning schedules to convey future forecast requirements to suppliers, regardless of the actual replenishment method. The schedule display is color coded with alerts for inventory below desired levels.

QAD Supplier Portal may provide you and your suppliers a potential saving on EDI costs: Typically, you will communicate schedules via EDI, but if a supplier does not have EDI everything is available in QAD Supplier Portal. Planner and suppliers have the same view of schedules on QAD Supplier Portal. They can see current required shipment releases together with projections of future requirements. Suppliers can download the entire schedule into a spreadsheet or generate reports or files in a format compatible with their planning system.

Supplier Schedules

Schedule Replenishment

An alternative way for you and your suppliers to look at schedule information on QAD Supplier Portal is through Schedule Replenishment, which shows a summary of future schedules over the upcoming period. Setup each Schedule Replenishment horizon by item – the horizon typically spans a few days or a week. Schedule Replenishment then shows how much product needs to be delivered in that period. The information may include any arrears/past due and/or over shipment quantities due to early shipments.

Schedule Replenishment


QAD Supplier Portal supports items managed using Kanban replenishment. These may be items supplied externally or internally between production lines, warehouses and across sites. The Kanban board graphically displays the status of Kanban controlled items along with all associated information including supplier, supermarket site, Kanban size, number of active Kanbans, quantity on hand, daily demand and more.

The information is color-coded: Green is the number of full Kanbans, blue represents in-transit and white represents empty Kanbans. A checkmark indicates the supplying source has acknowledged the refill requirement and a slash shows a Kanban is being held pending release of an accumulator. QAD Supplier Portal also provides Kanban Loop Detail which identifies information including whether the card is active or inactive, authorization date, the buyer/planner for the loop and color-coded status and card state.

Kanban Board

Advanced Shipping Notices (ASNs)

QAD Supplier Portal provides your planners with ASN-related alerts and the ability to view ASN information to make proactive decisions, reducing expediting. The ASN display shows the status of every shipment logged by your suppliers, with optional track and trace information. Supplier ASNs, entered manually or uploaded electronically, record ship date and time, target delivery date and time and items shipped, along with container information, lot/serial numbers or Kanban numbers. The information may be imported into QAD Enterprise Applications or QAD Cloud ERP.  Customers may also integrate QAD Supplier Portal based ASN data with QAD TMS (transportation management system).


Supplier Visibility

QAD Supplier Portal gives suppliers insight into your needs, including schedules, orders and Min/Max information – specific for each supplier. Each supplier has access to schedules that impact them directly, including the ability to review and acknowledge schedules. Each supplier sees their orders, including discrete and schedule orders, and Kanban loops that require their products and/or parts. They may acknowledge orders, can see inventory Min/Max information with issues indicated in red.

Supplier Visibility - Schedules

Collaborative Messaging with Suppliers

QAD Supplier Portal alerts you and your supplier when there is a potential situation such as the inability to fulfill an order. Your supplier can put a comment right into QAD Supplier Portal making it immediately visible to all concerned. Collaborative messaging helps you and your suppliers communicate easily, no matter the time zone, offering a discussion forum and audit trail where message threads are assigned to users, associated with topics and organized by date and priority. For example, messages may be associated with orders. E-mail messaging is an option too.


Supplier Performance

QAD Supplier Portal helps manufacturers track, measure and improve supplier performance by providing information needed to communicate performance criteria and actual performance with suppliers. QAD Supplier Portal customers may configure templates for measuring the performance of suppliers. In addition to Min/Max and schedule information, the template may include default pass/fail scoring. The template includes a list of metrics that underlie the scoring, such as DIFOT, ASN Accuracy, Tolerance of Quality and many others.

Supplier Performance Metrics

With the template established, the next step is to setup each supplier and apply and customize applicable scoring metrics. Flexible history information, by supplier, metric, region and industry provides insight into individual supplier performance or at higher levels. When a supplier is falling short in an area – indicated by red – they may drill into the source of the problem and work collaboratively with you to make any necessary improvements.:


QAD Supplier Portal helps manufacturers better manage inventory and reduce costs through improved communication and collaboration with suppliers. It provides a single view of inventory and replenishment information for purchase orders, release schedules and Kanbans. It includes online and e-mail alerts and collaborative messaging. You and your suppliers work together to avoid supply disruptions, saving on expediting and expensive premium freight. Your planners become more productive, as do your suppliers, due to timely, efficient communication, better access to information and lower administrative overhead. Supply chain costs decrease as service levels improve.

For more information on how the QAD Supplier Portal can help your company, please contact QAD at +1-805-566-6100 or email