Traditional vendor management is time-consuming and often comes with challenges, especially for companies managing hundreds of suppliers. Viva Energy was dealing with manual onboarding, unstructured workflows, and a high volume of vendor queries until a vendor portal changed the game
Keep reading to see how they transformed vendor management by moving their processes to a dedicated portal.
Key takeaways
- Viva Energy is managing 1000 suppliers on the portal
- Thanks to Vendor Hub, vendor onboarding and creation are completed within one to two days
- All vendor data is validated and synced with JD Edwards records
- The supplier self-service function significantly reduced vendor queries
Viva Energy is a leading energy provider in Australia, supplying around 25% of the country’s fuel needs. With thousands of vendors across national and international supply chains, the company needed a scalable, efficient way to modernize vendor management and reduce manual workload.
The need for more streamlined vendor management became clear, and Viva Energy chose to implement Vendor Hub, SCANMAN’s vendor portal built for JD Edwards.
Manual onboarding and slow processes
Before Vendor Hub, Viva Energy’s onboarding process was entirely manual. Procurement teams emailed PDF forms to vendors, collected documents through email, and manually updated JD Edwards records. Approval workflows were unstructured and slow, heavily reliant on back-and-forth emails. Meanwhile, the AP team was overwhelmed with high volumes of vendor queries.
The solution: a vendor portal integrated with JD Edwards E1
Viva Energy was already using SCANMAN AP Automation when they decided to implement Vendor Hub to solve their vendor management challenges. The solution, fully integrated with JD Edwards via Orchestrator, enabled real-time data updates between EnterpriseOne and the portal.
Here’s how Vendor Hub made the difference for Viva Energy:
- Vendors can register via an online form
- Once approved, vendor records are automatically updated in JD Edwards
- Vendors can log in anytime to check POs, invoices, and payment status
A new way to manage vendors
The improvements were immediate. Viva Energy onboarded over 1,000 vendors through the portal using a phased rollout, starting with new suppliers and inviting others to register as needed.
Viva Energy achieved impressive results:
- Vendor creation now takes just 1–2 days
- Vendor records are validated and updated automatically in JD Edwards
- Fewer emails, faster vendor processing, and a single source of truth as Vendor Hub centralizes communication and data on one platform
- Suppliers have access to critical documents, reducing invoice and payment queries
- AP and procurement teams can focus on high-value tasks
It’s a clear win for both internal teams and vendor experience, and a standout example of what a well-implemented vendor portal can do.
From spreadsheets to smarter vendor management
Viva Energy’s story shows what’s possible when vendor management is done right on a vendor portal integrated with JD Edwards. The shift from spreadsheets and email chains to a centralized, automated portal has brought real, measurable value, and these are just some of the benefits of a broader procure-to-pay automation strategy.
See how it works
Are you still managing vendors the old way? It’s time to change that.
See how Vendor Hub works and how it can speed up vendor management processes, from onboarding to document management. Fill out the form to get in touch with our team and learn more.
