---
title: "1.2 How it Works"
space: "Vuna Sourcing"
url: "https://docs.navari.co.ke/vuna-sourcing/1-introduction/12-how-it-works"
updated: "2026-10-28"
---

Vuna Sourcing adds a portal on top of ERPNext and doesn't replace any part of it. This page explains the few ideas you need before setting it up.

## Two Sides: Portal and Desk

Portal users are **Website Users**. They never see the ERPNext Desk.

## Parties and Portal Users

A portal login is linked to one or more **Suppliers** or **Customers** through the **Portal Users** table on each party. The portal then shows only that party's documents. Every portal request is checked on the server, so a user can't open another party's quotation, order or invoice, even with a direct link.



- When an onboarding application is approved, the applicant's login is linked to the new party automatically.
- A login linked to both a Supplier and a Customer switches between them with the account menu at the top left.

## The Main Flows

```mermaid

flowchart LR

A[Invite or sign-up] --> B[Application on the portal]

B --> C{Staff review}

C -->|Approve| D[Supplier or Customer created]

C -->|Return| B

D --> E[Supplier: RFQs, bids, POs, invoices]

D --> F[Customer: orders, invoices, credit notes]
```



1. **Onboarding**: A business is invited or signs up, completes an application, and staff approve it. See [Onboarding Types and Documents](page:onboarding-types).
2. **Buying**: Staff send an RFQ as a sealed or open bid, suppliers quote, and staff award. See [Creating an RFQ](page:creating-an-rfq).
3. **Selling**: Customers order from the catalogue, staff confirm the order, and customers follow delivery and invoices. See [Placing Orders](page:placing-orders).
4. **Credit**: Customers ask for credit on an invoice and Accounts decide. See [Credit Note Requests](page:credit-note-requests).