Supplier access
BuyerEntities, Vendors, Users and PortalMemberships. Define the authenticated person, supplier and buyer relationship for each request.
- BuyerEntities
- Vendors
- Users
- PortalMemberships
Data model
Follow the buyer relationship from supplier access to observed payable and payment outcomes.
19 tables · 46 relationships
How the model is organised
Invoice submissions
InvoiceSubmissions, SubmissionLines and IntegrationReceipts. Retain the submitted document, its lines and the actual buyer handoff response.
- InvoiceSubmissions
- SubmissionLines
- IntegrationReceipts
Payment visibility
InvoiceStatusSnapshots, PaymentSnapshots, PaymentAllocations and RemittanceDocuments. Keep invoice balances, payment outcomes and allocations with their source observation and protected remittance.
- InvoiceStatusSnapshots
- PaymentSnapshots
- PaymentAllocations
- RemittanceDocuments
Early payment offers
DiscountOffers and DiscountAcceptances. Separate the supplier's decision from the buyer's reservation and observed settlement.
- DiscountOffers
- DiscountAcceptances
Payment profiles
PayeeProfiles and PaymentDetailRequests. Preserve the current verified destination while a proposed change passes independent verification and AP application.
- PayeeProfiles
- PaymentDetailRequests
Supplier support
SupportCases, CaseMessages, DocumentAttachments and NotificationDeliveries. Keep the owner, reader visibility and delivery evidence with the supplier's question.
- SupportCases
- CaseMessages
- DocumentAttachments
- NotificationDeliveries
Keys and references
Every context resolves the same buyer and vendor. Keep source invoice/payment identities, source revisions, provider event keys and content digests. Exactly one context owns an uploaded attachment. Snapshot history remains retained while IsCurrent identifies the latest reconciled result.
Migration order
- Reconcile buyer entities and approved supplier identities with AP.
- Verify internal principals and supplier memberships.
- Import current invoice/payment observations without sending new instructions.
- Reconcile protected remittance and active payee profiles.
- Enable reviewed offers, requests and support after access and integration tests.
Tables
19 tables
BuyerEntitiesThe payable-owning legal entity behind every portal relationship.master
| Field | Type | Required | Details |
|---|---|---|---|
BuyerNumber | text | yes | |
Name | text | yes | |
APConnectionId | text | yes | Protected configured payable-system identity |
Status | select | yes | Active, Suspended, Closed |
VendorsApproved supplier identity imported from the authorised payable system.master
| Field | Type | Required | Details |
|---|---|---|---|
VendorNumber | text | yes | |
BuyerEntity | reference | yes | → BuyerEntities; |
SourceVendorId | text | yes | Immutable buyer-scoped payable identity |
LegalName | text | yes | |
Status | select | yes | Invited, Active, Suspended, Closed |
UsersAuthenticated internal or supplier principals; display names never grant authority.master
| Field | Type | Required | Details |
|---|---|---|---|
UserNumber | text | yes | |
PrincipalId | text | yes | Verified identity binding |
FullName | text | yes | |
Email | text | yes | Verified destination |
Status | select | yes | Invited, Active, Suspended, Closed |
PortalMembershipsExplicit user, vendor and buyer access grant with expiry and revocation.master
| Field | Type | Required | Details |
|---|---|---|---|
MembershipNumber | text | yes | |
User | reference | yes | → Users; |
Vendor | reference | yes | → Vendors; |
BuyerEntity | reference | yes | → BuyerEntities; Must equal Vendors.BuyerEntity |
AccessLevel | select | yes | SupplierAdmin, SupplierUser |
InvitedBy | reference | yes | → Users; Authorised internal AP operator |
AcceptedAt | datetime | ||
ExpiresAt | datetime | ||
Status | select | yes | Invited, Active, Revoked, Expired |
AccessStart | datetime | yes | Inclusive server-approved membership start |
AccessEnd | datetime | Exclusive expiry when configured |
InvoiceSubmissionsSupplier-submitted document awaiting the actual AP acceptance and approval outcome.transaction
| Field | Type | Required | Details |
|---|---|---|---|
SubmissionNumber | text | yes | |
Vendor | reference | yes | → Vendors; |
BuyerEntity | reference | yes | → BuyerEntities; |
SupplierInvoiceNumber | text | yes | Normalised vendor/entity document key |
InvoiceDate | date | yes | |
DueDate | date | Supplier-requested date; AP-owned confirmed date is separate | |
Currency | text | yes | |
Subtotal | decimal | yes | Sum net SubmissionLines.LineSubtotal |
TaxTotal | decimal | yes | Sum submitted tax, subject to buyer AP validation |
Total | decimal | yes | Subtotal plus TaxTotal |
SubmittedBy | reference | yes | → Users; |
SubmittedAt | datetime | ||
SourceInvoiceId | text | Observed AP document identity | |
ContentDigest | text | yes | Exact submitted document and lines |
Status | select | yes | Draft, Submitted, PendingAP, Accepted, Rejected, Unknown |
RejectionReason | longtext | ||
ReplacesSubmission | reference | → InvoiceSubmissions; required for reviewed replacement of rejected or conflicting document | |
CorrectionReason | longtext | Buyer-supported reason and source correction reference | |
CommandKey | text | yes | Stable AP document handoff identity; preserve through pending or unknown response |
SubmissionLinesSupplier line evidence; portal validates arithmetic without granting AP approval.line
| Field | Type | Required | Details |
|---|---|---|---|
InvoiceSubmission | reference | yes | → InvoiceSubmissions; |
Description | text | yes | |
Quantity | decimal | yes | Positive submitted quantity |
UnitPrice | decimal | yes | Nonnegative net unit amount |
LineSubtotal | decimal | yes | Quantity times UnitPrice under stated precision |
LineTax | decimal | yes | Submitted tax amount |
LineTotal | decimal | yes | LineSubtotal plus LineTax |
PurchaseOrderReference | text | Buyer PO identity for AP matching |
InvoiceStatusSnapshotsVerified observed payable status and balance from the owning AP system.transaction
| Field | Type | Required | Details |
|---|---|---|---|
SnapshotNumber | text | yes | |
Vendor | reference | yes | → Vendors; |
BuyerEntity | reference | yes | → BuyerEntities; |
SourceInvoiceId | text | yes | |
SourceRevision | text | yes | Monotonic or reconciled AP source version |
SupplierInvoiceNumber | text | yes | |
Currency | text | yes | |
InvoiceDate | date | yes | |
DueDate | date | yes | Confirmed AP term |
OriginalAmount | decimal | yes | |
OpenAmount | decimal | yes | Observed collectible payable balance, not calculated from portal labels |
ObservedAt | datetime | yes | |
Status | select | yes | Received, UnderReview, Approved, Scheduled, PartPaid, Paid, Rejected, Disputed, Cancelled |
SourceEvidenceDigest | text | yes | |
IsCurrent | boolean | yes | Server-maintained latest reconciled source revision; prior observations retained |
PaymentSnapshotsObserved payment instruction and settlement information from authorised buyer sources.transaction
| Field | Type | Required | Details |
|---|---|---|---|
PaymentNumber | text | yes | |
Vendor | reference | yes | → Vendors; |
BuyerEntity | reference | yes | → BuyerEntities; |
SourcePaymentId | text | yes | |
SourceRevision | text | yes | |
Currency | text | yes | |
ExpectedDate | date | Indicative source schedule, not guaranteed settlement | |
SettledAt | datetime | Required only when Status is Settled | |
Amount | decimal | yes | Source instruction cash amount; not evidence of settlement or payable relief |
ObservedAt | datetime | yes | |
Status | select | yes | Scheduled, Submitted, Pending, Settled, Failed, Unknown, Reversed |
SourceEvidenceDigest | text | yes | |
IsCurrent | boolean | yes | Server-maintained latest reconciled source revision; prior observations retained |
SettledAmount | decimal | yes | Verified cumulative gross settled cash for this source payment; zero only when source confirms no settlement |
ReversedAmount | decimal | yes | Verified cumulative reversed settled cash; nonnegative and no greater than SettledAmount |
UnallocatedAmount | decimal | yes | Observed remaining net settled cash; SettledAmount minus ReversedAmount minus current cash allocations |
PaymentAllocationsObserved source allocation connecting a payment to the invoice it pays.line
| Field | Type | Required | Details |
|---|---|---|---|
PaymentSnapshot | reference | yes | → PaymentSnapshots; |
SourceInvoiceId | text | yes | Same vendor, buyer and currency payable |
AllocatedAmount | decimal | yes | Observed net settled cash assigned to this invoice after confirmed reversals; exclude discount and planned cash |
DiscountAmount | decimal | yes | Current observed realised non-cash discount relief under the accepted terms; reflect confirmed reversals of that relief |
PlannedAmount | decimal | yes | Observed scheduled cash allocation; contributes zero settlement or payable relief |
PayableReliefAmount | decimal | yes | AllocatedAmount plus DiscountAmount; cash and realised discount count once each |
RemittanceDocumentsBuyer-provided remittance artifact with protected vendor access.transaction
| Field | Type | Required | Details |
|---|---|---|---|
RemittanceNumber | text | yes | |
Payment | reference | yes | → PaymentSnapshots; |
Vendor | reference | yes | → Vendors; |
GeneratedAt | datetime | yes | |
DocumentReference | text | yes | Protected storage object, never an unrestricted public URL |
DocumentDigest | text | yes | |
Status | select | yes | Available, Superseded, Revoked |
DiscountOffersBuyer-approved early-payment offer bound to a current invoice balance and expiry.transaction
| Field | Type | Required | Details |
|---|---|---|---|
OfferNumber | text | yes | |
Vendor | reference | yes | → Vendors; |
BuyerEntity | reference | yes | → BuyerEntities; |
SourceInvoiceId | text | yes | |
SourceInvoiceRevision | text | yes | Offer eligibility basis |
Currency | text | yes | |
EligibleAmount | decimal | yes | Positive current amount eligible under buyer terms |
DiscountAmount | decimal | yes | Nonnegative fixed offer amount less than EligibleAmount |
NetPaymentAmount | decimal | yes | EligibleAmount less DiscountAmount |
OfferExpiresAt | datetime | yes | Exclusive acceptance cutoff |
ExpectedPaymentDate | date | yes | Conditional buyer commitment as stated in offer terms |
TermsEvidence | attachment | yes | Buyer-approved terms and settlement condition |
PreparedBy | reference | yes | → Users; |
ApprovedBy | reference | → Users; Independent AP Manager | |
Status | select | yes | Draft, Submitted, Published, Accepted, Expired, Withdrawn |
DiscountAcceptancesSupplier decision and acknowledged buyer reservation; acceptance alone does not settle money.transaction
| Field | Type | Required | Details |
|---|---|---|---|
AcceptanceNumber | text | yes | |
Offer | reference | yes | → DiscountOffers; |
Vendor | reference | yes | → Vendors; |
AcceptedBy | reference | yes | → Users; Active Supplier Admin for the same vendor/buyer |
AcceptedAt | datetime | yes | |
OfferDigest | text | yes | Exact unexpired offer and terms accepted |
CommandKey | text | yes | Stable buyer instruction identity |
SourceAcknowledgment | text | Observed AP reservation/discount decision | |
Status | select | yes | Submitted, Pending, Confirmed, Rejected, Unknown |
ResolvedAt | datetime |
PayeeProfilesAP-owned verified payment destination references; portal exposes only masked values.master
| Field | Type | Required | Details |
|---|---|---|---|
ProfileNumber | text | yes | |
Vendor | reference | yes | → Vendors; |
BuyerEntity | reference | yes | → BuyerEntities; |
ProtectedDestination | text | yes | Restricted vault or provider reference |
MaskedDescription | text | yes | |
SourceRevision | text | yes | |
VerifiedAt | datetime | yes | |
Status | select | yes | Active, Superseded, Suspended |
PaymentDetailRequestsSupplier request to change payment details, subject to independent identity verification and AP application.transaction
| Field | Type | Required | Details |
|---|---|---|---|
RequestNumber | text | yes | |
Vendor | reference | yes | → Vendors; |
BuyerEntity | reference | yes | → BuyerEntities; |
CurrentProfile | reference | yes | → PayeeProfiles; |
RequestedBy | reference | yes | → Users; Active Supplier Admin |
RequestedAt | datetime | yes | |
ProposedDestination | text | yes | Restricted vault/provider reference; no raw bank detail in public messages |
Reason | longtext | yes | |
IdentityVerificationEvidence | attachment | Independent known-channel verification, never based only on the new details | |
VerifiedBy | reference | → Users; Independent internal verifier | |
ApprovedBy | reference | → Users; Different AP Manager from requester and verifier | |
ExpectedSourceRevision | text | yes | |
CommandKey | text | yes | |
SourceAcknowledgment | text | ||
Status | select | yes | Draft, Submitted, Verifying, PendingApproval, Approved, PendingAP, Applied, Rejected, Unknown |
AppliedAt | datetime | Required only when Status is Applied |
SupportCasesVendor-scoped invoice and payment questions with assigned buyer ownership.transaction
| Field | Type | Required | Details |
|---|---|---|---|
CaseNumber | text | yes | |
Vendor | reference | yes | → Vendors; |
BuyerEntity | reference | yes | → BuyerEntities; |
SourceInvoiceId | text | ||
SourcePaymentId | text | ||
Subject | text | yes | |
Category | select | yes | InvoiceStatus, PaymentStatus, Discount, Document, Access, Other |
Owner | reference | yes | → Users; Assigned AP operator |
OpenedBy | reference | yes | → Users; |
OpenedAt | datetime | yes | |
NextResponseAt | datetime | ||
Status | select | yes | Open, WaitingForBuyer, WaitingForVendor, Resolved, Closed |
CaseMessagesRetained conversation with explicit internal-note versus vendor-visible access.line
| Field | Type | Required | Details |
|---|---|---|---|
SupportCase | reference | yes | → SupportCases; |
Author | reference | yes | → Users; |
CreatedAt | datetime | yes | |
Body | longtext | yes | |
Visibility | select | yes | VendorVisible, InternalOnly |
Status | select | yes | Posted, Redacted |
RedactionReason | text | Retain authorised history, do not silently rewrite posted messages |
DocumentAttachmentsDocument ownership and malware/access gate independent of shared storage URLs.transaction
| Field | Type | Required | Details |
|---|---|---|---|
AttachmentNumber | text | yes | |
Vendor | reference | yes | → Vendors; |
BuyerEntity | reference | yes | → BuyerEntities; |
InvoiceSubmission | reference | → InvoiceSubmissions; Exactly one owning context | |
SupportCase | reference | → SupportCases; Exactly one owning context | |
UploadedBy | reference | yes | → Users; |
UploadedAt | datetime | yes | |
StorageReference | text | yes | Protected file identity |
ContentDigest | text | yes | |
Status | select | yes | Quarantined, Available, Rejected, Revoked |
Visibility | select | yes | VendorVisible, InternalOnly |
IntegrationReceiptsVerified and deduplicated source response for AP invoices, payments and instruction outcomes.transaction
| Field | Type | Required | Details |
|---|---|---|---|
ReceiptNumber | text | yes | |
BuyerEntity | reference | yes | → BuyerEntities; |
ProviderAccount | text | yes | |
ExternalEventId | text | yes | Unique provider account plus id |
PayloadDigest | text | yes | |
ReceivedAt | datetime | yes | |
AppliedAt | datetime | ||
Status | select | yes | Received, Verified, Applied, Rejected, Conflict |
OutcomeReference | text | Exact snapshot or request affected |
NotificationDeliveriesScoped notice identity and observed provider delivery outcome.transaction
| Field | Type | Required | Details |
|---|---|---|---|
NoticeNumber | text | yes | |
Vendor | reference | yes | → Vendors; |
Recipient | reference | yes | → Users; Active permitted membership at send time |
ContextReference | text | yes | Authorised invoice, payment, offer or case identity |
ScheduledAt | datetime | yes | |
SentAt | datetime | ||
ProviderReceipt | text | ||
Status | select | yes | Pending, Sent, Failed, Skipped |