What is VinaSources

Overview

VinaSources is an online sourcing platform that connects buyers with suppliers through product listings, RFQs (Requests for Quotation), orders, and direct messaging.

This article provides also an overview of the end-to-end sourcing workflow on VinaSources, from discovering suppliers and products to placing orders and tracking delivery.

The workflow is designed to help buyers and suppliers manage sourcing activities in a structured and transparent way within a single platform.

Purpose

Understanding the VinaSources sourcing workflow helps you:

• Know what steps are involved in sourcing products

• Understand how buyers and suppliers interact

• Follow the correct order of actions on the platform

• Avoid confusion during RFQs, orders, and delivery

For Buyers, this ensures access to sourcing tools such as RFQs, chat, order management, and delivery tracking.

For Suppliers, this ensures access to product listing, RFQ responses, order fulfillment, shipping updates, and performance monitoring—while while complying with required approval steps.

How the VinaSources Sourcing Workflow Works

The sourcing workflow on VinaSources follows a clear sequence of steps involving buyers, suppliers, and the system.

1

Step 1: Browse Products and Suppliers

• Users can browse public products and supplier profiles on the VinaSources homepage

• No login is required for public browsing

• Logged-in buyers can view additional supplier information and interact with suppliers

2

Step 2: Buyer Sends an RFQ (Optional)

• Buyers can create and send an RFQ (Request for Quotation) for a specific product

• RFQs are sent to suppliers based on matching product categories

• Multiple suppliers may respond with quotations

• Buyers review, tag, and manage supplier quotations

(This step is optional and typically used when pricing or specifications are not fixed.)

3

Step 3: Buyer Adds Products to Cart

• Buyers add products to the cart from product pages

• Products in the cart are grouped by supplier

• Buyers select products from one supplier to prepare for checkout

4

Step 4: Buyer Places an Order

• Buyer proceeds to checkout and places an order

• An order is created with status Created

• The order includes products from one supplier only

5

Step 5: Supplier Updates Shipping Information

• Supplier reviews the order

• Supplier updates shipping method and shipping fee

• Order status changes to Quoted

6

Step 6: Buyer Pays for the Order

• Buyer reviews shipping and order summary

• Buyer completes payment

• Order status moves forward in the workflow

7

Step 7: Order Production and Delivery

• Supplier updates order status as the order progresses to keep buyer informed

• The system records all updates in the order timeline

How the Platform Manages the Workflow

• Products and supplier profiles are displayed only after approval

• RFQs are sent to suppliers based on matching product categories

• Orders follow a defined status flow from creation to delivery

• All status changes and updates are recorded by the system

• Buyers and suppliers communicate directly within the platform

Tips & Best Practices

• Register as the correct account type (Buyer or Supplier) to access the right features

• Use RFQs when you need custom pricing or specifications

• Review supplier profiles before placing orders

• Monitor order status regularly after placing an order

• Use built-in messaging to communicate within the workflow

Frequently Asked Questions

Do I need an account to use VinaSources?

You can browse public products and suppliers without an account. An account is required to send RFQs, place orders, and message suppliers.

Does VinaSources sell products directly?

No. VinaSources connects buyers and suppliers. Suppliers manage their own products and orders.

Can I be both a buyer and a supplier?

Account permissions are defined by account type. Buyer and Supplier accounts have different roles and access.

Do I need to send an RFQ before placing an order?

No. RFQs are optional. Buyers can place orders directly from published products.

Can I track my order after payment?

Yes. Order status and tracking updates are available in the Order module.

Who updates production and shipment information?

Suppliers update production status and shipment details, which are recorded by the system.