Supplier Portal from the Supplier's Perspective

Your suppliers answer a data request in a public guest portal – no registration and no user account. This article shows what the supplier sees after clicking the access link and which information they fill in, so you can help quickly when they ask.

Prerequisites

• You have sent a data request to the supplier, and the invitation email with the personal access link has arrived.
• The access link is still valid – it carries a time-limited security key.
• The supplier needs no user account. All portal pages carry the header “Supplier Data Portal” and are completely separate from your team’s login.

Step by step

1. The supplier opens the link from the invitation email and reaches the “Data Request to Suppliers” start page. The overview shows “Requesting Organization”, “Reporting Period”, “Response Deadline” and “Estimated Completion Time” (5-10 minutes).
2. They click “Start Questionnaire”. The questionnaire opens with four sections.
3. In the “Emissions Data” section they enter “Scope 1 Emissions (tCO2e)”, “Scope 2 Emissions (tCO2e)” and “Scope 3 Emissions (tCO2e)”.
4. In the “Revenue Data” section they record “Total Revenue” and “Currency” (EUR, USD, GBP, CHF).
5. The “Production Data” section is optional. If you use a physical quantity allocation, the supplier completes “Total Production Quantity” and “Production Unit” – for example Tonnes (t), Kilograms (kg), Megawatt Hours (MWh), Liters (l) or Units / Pieces.
6. In the “Methodology and Verification” section they choose the “Calculation Methodology Standard” (Greenhouse Gas Protocol, ISO 14064, DEFRA, EPA, Other) and add the “Methodology Description”. If the data was verified externally, they switch on “Third-Party Verification” and enter the “Verification Standard” (for example ISO 14064-3).
7. Using “Submit Response” they send in the information. The page “Submission Completed Successfully” appears, showing “Request”, “Reporting Period” and “Submitted On”; a confirmation email is also sent to the supplier. “Back” returns to the start page at any time.

If the supplier declines

If the supplier selects “Decline Request” on the start page, the “Decline Data Request” page opens.

• “Reason for Declining” is a mandatory field: Confidentiality, No Data Available, Resource Constraints or Other.
• “Additional Notes” is an optional free-text field.

Once submitted, you see the request as declined and the supplier’s engagement status changes to “Declined”.

Expired link

If the access link is no longer valid, the portal shows the “Link Expired” page, explaining that the link may have expired or that the request has already been completed. In that case, simply send the supplier a new data request.

What you see afterwards

• The data request receives the status “Submitted” in your overview, and the supplier’s engagement status changes to “Submitted — Review Pending”.
• In the “Supplier Engagement Activities” timeline on the supplier detail page, the entry “Submitted” is logged with the actor “Supplier”.
• The submitted data is then ready for your review and, once approved, can be allocated to the Scope 3 inventory.

The questionnaire is deliberately short – estimated completion time is 5–10 minutes. Point out in your invitation that suppliers do not need to create an account and that the “Production Data” section is only needed if you allocate by physical quantity.