Quick Reference

Access Credentials
Passwords and login information
SystemCredentialValue
Admin DashboardPassword
oastrong
Vendor PortalLogin MethodEmail + TIN (no password)
System URLs
Quick links to all portal pages
PageURL PathAction
Homepage/
Vendor Submission/submit
Admin Dashboard/admin
Vendor Portal/vendor-portal
Reports Dashboard/reports
Email Templates/email-templates
Scheduled Reminders/scheduled-reminders
Status Definitions
Understanding vendor status indicators
Status TypeValueMeaning
Completion StatusCompleteAll required information has been provided
IncompleteMissing one or more required fields
Vendor StatusActiveCurrent, approved vendor in good standing
InactiveHistorical vendor, no longer actively used
SuspendedTemporarily restricted from portal access
Approval StatusPendingAwaiting review by AP team
ApprovedSubmission accepted and verified
RejectedSubmission declined with reason provided
Common Operations
Quick reference for frequent tasks
TaskSteps
Approve a Vendor
  1. Go to Admin Dashboard → Pending Approval tab
  2. Click "View" on the vendor
  3. Review all information
  4. Click "Approve" in the modal footer
Generate W-9 PDF
  1. Open vendor detail modal
  2. Click "Download W-9 PDF" in footer
  3. PDF opens in new tab automatically
Export Vendor Data
  1. Go to Admin Dashboard
  2. Select vendors with checkboxes (or export all)
  3. Click "Export CSV" or "Export Selected"
  4. File downloads automatically
Send Recertification Reminders
  1. Go to Admin Dashboard
  2. Click "Send Reminders" button
  3. System emails vendors with upcoming deadlines
  4. Toast shows count of reminders sent
Update Email Template
  1. Go to Email Templates page
  2. Find template and click "Edit"
  3. Modify subject/body (use {{variables}})
  4. Click "Save"
Vendor Portal Login
  1. Go to /vendor-portal
  2. Enter accounting email
  3. Enter TIN (no dashes or spaces)
  4. Click "Access Portal"
Email Template Variables
Available placeholders for email customization
VariableDescription
{{vendorName}}Corporate/legal business name
{{dbaName}}DBA name (if different)
{{email}}Accounting department email
{{submissionDate}}Date of initial submission
{{recertificationDate}}Date when recertification is due
{{approvalStatus}}Current approval status
{{rejectionReason}}Reason provided for rejection