GFS Design System — Vendor Portal

00 Vendor Portal External-Facing Vendor Self-Service Interface

GFS DESIGN SYSTEM v10.0

Vendor Portal

External-facing self-service portal for GFS vendors and suppliers. PO management, invoice submission, payment tracking, compliance documents, performance scorecards, demand forecasting, and secure communication — all in a branded green-themed interface.

10 SECTIONS EXTERNAL-FACING FROSTY WELCOME TOKEN-BASED AUTH

SECTION INDEX

01 Login 02 Dashboard 03 PO Mgmt 04 Invoices 05 Payments 06 Compliance 07 Scorecard 08 Demand 09 Banking 10 Messages

01 Login Screen Vendor-branded authentication with Frosty welcome

Remember this device

          (877) 728-5550 · globalfoodsolutions.co
        

■ Token-based external auth. SSL-encrypted. Vendor accounts provisioned by GFS purchasing team.

02 Vendor Dashboard Welcome banner with Frosty, KPIs, open POs, compliance status, scorecard preview

GFS VENDOR PORTAL

Supplier Self-Service

Support

BC

Bongards Creameries

VND-BONG-001

Open POs

2

$148,600 total

Pending Payment

$62K

Due 05/25

Compliance

3/4

1 expiring

Vendor Score

94

+2 pts QoQ

Recent Purchase Orders

PO #	Date	Amount	Status
PO-26-05-0312	05/14/2026	$86,400	APPROVED
PO-26-05-0298	05/08/2026	$62,200	ACKNOWLEDGED
PO-26-04-0271	04/22/2026	$74,800	PAID

Alerts

FSMA Compliance Letter expiring

Expires 06/01/2026 — 13 days remaining. Upload renewal.

PO-26-05-0312 awaiting acknowledgment

Please confirm receipt and expected ship date.

Payment $74,800 processed

PMT-26-05-0184 for PO-26-04-0271 deposited to your account.

■ Dashboard is the default landing page. Frosty greeting is contextual based on outstanding actions and compliance status.

03 PO Management View, acknowledge, confirm ship dates, and enter ASN details

Purchase Orders

PO #	Date	Items	Amount	Ship Date	Status	Action
PO-26-05-0312	05/14/2026	Barrel Cheddar 40lb x 120	$86,400	--	PENDING ACK
PO-26-05-0298	05/08/2026	Barrel Cheddar 40lb x 80	$62,200	05/22/2026	ACKNOWLEDGED
PO-26-04-0271	04/22/2026	Barrel Cheddar 40lb x 100	$74,800	05/06/2026	RECEIVED	Complete
PO-26-04-0245	04/10/2026	Barrel Cheddar 40lb x 90	$68,200	04/24/2026	RECEIVED	Complete

PO-26-05-0298 — ASN Entry

ACKNOWLEDGED

Confirmed Ship Date

Carrier

Tracking / BOL #

Pallet Count

Total Weight (lbs)

Temperature at Ship (F)

■ POs sync from NetSuite. Acknowledgment updates PO status automatically. ASN data feeds into receiving workflow.

04 Invoice Submission Create invoice against PO, line matching, upload supporting docs

Create Invoice

Against PO

Your Invoice #

Invoice Date

Payment Terms

LINE MATCHING

PO Line	Item	PO Qty	Invoice Qty	Unit Price	Line Total	Match
1	Barrel Cheddar 40lb Block	80		$777.50	$62,200	MATCH

All lines matched. Ready to submit.

Invoice Total

$62,200.00

SUPPORTING DOCUMENTS

Attach BOL, weight tickets, or packing slips

PDF, JPEG up to 10MB

Submitted Invoices

Invoice	Amount	Status
BONG-INV-0531	$74,800	PAID
BONG-INV-0524	$68,200	PAID
BONG-INV-0519	$91,400	PAID

■ 3-way match: PO line qty, receiving qty, and invoice qty must align. Mismatches flagged for GFS AP review.

05 Payment Status Payment history, pending payments, method, remittance details, EFT confirmation

Next Payment

$62,200

Due 05/25/2026

YTD Paid

$538K

8 payments

Payment Method

ACH / EFT

****6742

Payment History

Payment #	Date	Invoice	PO	Method	Amount	Status
PMT-26-05-PEND	05/25/2026	BONG-INV-0547	PO-26-05-0298	ACH	$62,200	SCHEDULED
PMT-26-05-0184	05/10/2026	BONG-INV-0531	PO-26-04-0271	ACH	$74,800	DEPOSITED
PMT-26-04-0162	04/25/2026	BONG-INV-0524	PO-26-04-0245	ACH	$68,200	DEPOSITED
PMT-26-04-0141	04/10/2026	BONG-INV-0519	PO-26-03-0218	ACH	$91,400	DEPOSITED

EFT Confirmation

Your payments are deposited to account ending ****6742 at First National Bank, Norwood Young America, MN. ACH payments typically clear within 1-2 business days.

■ Payment terms: Net 30 from invoice receipt. Remittance details downloadable as PDF. EFT confirmations sent via email.

06 Compliance Center Required documents checklist, upload area, expiry alerts, status badges

1 Document Expiring Soon

Your FSMA Compliance Letter expires on 06/01/2026. Please upload the renewal.

Required Documents

Document	Uploaded	Expires	Status
Certificate of Insurance (COI)	01/15/2026	01/15/2027	CURRENT
W-9 Form	03/01/2026	N/A	ON FILE
SQF Certificate	11/20/2025	11/20/2026	CURRENT
FSMA Compliance Letter	06/01/2025	06/01/2026	EXPIRING
Food Safety Audit Report	02/15/2026	02/15/2027	CURRENT

Drag and drop documents here, or click to browse

PDF, JPEG, PNG up to 25MB. Select document type after upload.

■ GFS requires all 5 documents to maintain active vendor status. Expiry alerts sent 30/14/7 days before deadline.

07 Scorecard & Performance On-time delivery, quality score, pricing, fill rate, quarterly trend

94

OUT OF 100

Excellent Performance

Bongards Creameries · Q2 2026 · Commodity Cheese

On-Time Delivery

97%

+2%

Quality Pass Rate

99.1%

+0.3%

Invoice Accuracy

98%

No change

Response Time

4.2h

-1.8h

Fill Rate

100%

All orders filled

Score History

Q1 25

Q2 25

Q3 25

Q4 25

Q1 26

Q2 26*

Improvement Recommendations

+

Maintain current delivery performance

97% on-time is above the 95% threshold. Keep up the consistency.

!

Renew FSMA compliance letter before expiry

Doc compliance dropping to 80% would reduce overall score by 5 points.

+

Response time improved significantly

Down from 6.0h to 4.2h. Target is under 4h for a perfect score in this category.

■ Vendor scorecards are calculated quarterly. Scores below 80 trigger a corrective action plan. GFS reserves the right to adjust weights.

08 Demand Signals GFS forecast, upcoming PO projections, seasonal patterns, suggested inventory

Demand signals are forward-looking estimates based on GFS customer orders, seasonal trends, and inventory planning. Use these to optimize your production and inventory levels.

Projected PO Schedule

Period	Product	Est. Qty	Est. Value	Confidence
Jun 2026	Barrel Cheddar 40lb	360 units	$270,000	HIGH
Jul 2026	Barrel Cheddar 40lb	320 units	$240,000	HIGH
Aug 2026	Barrel Cheddar 40lb	400 units	$300,000	MEDIUM
Sep 2026	Barrel Cheddar 40lb	280 units	$210,000	MEDIUM

Seasonal Demand Pattern

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

Peak season: June–August (back-to-school foodservice prep)

Suggested Inventory Levels

CURRENT MONTH

120 units

Barrel Cheddar 40lb in ready stock

RECOMMENDED

160 units

Buffer for June ramp-up (+33%)

PEAK MONTH (AUG)

200 units

Plan production capacity accordingly

■ Demand signals are estimates, not commitments. GFS updates projections monthly based on customer pipeline and seasonal patterns.

09 Contact & Banking Update company info, contacts, banking/ACH details, tax forms

Company Information

Company Name

Address

Phone

Fax

Website

Contacts

Primary Contact

Email

AP Contact

AP Email

Sales Rep

Sales Email

Banking / ACH Details

ENCRYPTED

Bank Name

Routing Number

Account Number

Account Type

Banking changes require verification by GFS AP team. Allow 3-5 business days.

Tax Forms

W

W-9 Form

Uploaded 03/01/2026 · On file

1

1099 (2025)

Issued 01/31/2026 · Available for download

■ Banking updates require dual approval (vendor + GFS AP). All sensitive data encrypted at rest. Changes logged in audit trail.

10 Communication Message center, RFQ responses, document sharing with GFS purchasing

Messages

ML

Michael Levine (GFS Purchasing)

05/18/2026 · 2:14 PM

Hi Sarah, we are looking at increasing our barrel cheddar order for Q3 to support our summer demand. Can you confirm production capacity for 400 units/month through August?

Q3_Forecast_Bongards.pdf

SJ

Sarah Johnson (Bongards)

05/18/2026 · 3:42 PM

Hi Michael, confirmed. We can handle 400 units/month for July and August. For June, we can do 360 as we are ramping up from spring maintenance. I have attached our updated capacity schedule.

Bongards_Capacity_Q3_2026.pdf

ML

Michael Levine (GFS Purchasing)

05/19/2026 · 09:05 AM

Thanks, Sarah. 360 for June works. I will have POs issued this week for the full Q3 schedule. Also, please note your FSMA letter is expiring soon — can you get the renewal uploaded before June 1?

Threads

Q3 Capacity Planning NEW

Michael Levine · 09:05 AM

PO-0298 Ship Date Confirm READ

Sarah Johnson · 05/16

RFQ: Q2 Pricing Review CLOSED

Michael Levine · 04/28

SQF Certificate Update READ

GFS Compliance · 04/15

Vendor Portal Access Summary

View POs issued to this vendor only

Submit invoices against approved POs

Track payment status and download remittance

Upload and manage compliance documents

View own vendor scorecard (read-only)

View demand signals and forecasts

Communicate with GFS purchasing team

Cannot view GFS internal pricing, margins, or other vendor data

Cannot modify PO terms, quantities, or pricing

[R]

Desktop-first with responsive tables. Invoice submission and document upload work on tablet. PO acknowledgment is mobile-friendly. Secure messaging supports file attachments up to 25MB.

■ All messages are logged and archived. Attachments stored via SuiteAttach. RFQ threads auto-link to vendor record in NetSuite.