Nordstrom Supplier Portal Quick Reference Guide

 

Nordstrom provides suppliers with Supplier Portal as a tool that can help them with a variety of different inquiries such as: invoice payment status, chargebacks, and a historical record of issued check history. 

 

The portal is located at the web address, http://portal.nordstrom.com/, and can be accessed by registering online. Nordstrom requires all vendors to register on the portal as it has many benefits and allows vendors to complete their own research quickly and on their own schedule.  From the portal vendors are able to view invoice payment status, check detail (24 hours after being issued), send inquiries to Nordstrom AP directly from the portal, and have access to multiple templates and tools that can assist with a variety of questions. 

 

The information below will take you through the proper steps to register on the portal and explain the most efficient way to send AP your inquiry using the information found on the portal. This will ensure expedited service back to you.

 

 

Registering for the Supplier Portal

 

1) Go to the supplier portal at http://portal.nordstrom.com/

2) Click on the “Sign Up” link located under the LOG IN button

3) Fill out the form using your e-mail address

4) Enter a password that is 7-10 characters long and includes at least one letter and one number

5) Your Supplier/Vendor account name (this should be in lower case) is provided by Vendor Relations. If requesting, please contact them at merch.ap@nordstrom.com

6) Check the first box to agree to the Terms & Conditions

7) If registering as the administrator on the account (if first to register within company):

a. Check the second and third boxes (third will appear after checking the second box

b. Fill in phone #

8) Fill in security box

9) Click “Create new account”

 

*If you registered as the administrator you will be able to immediately log into the site with the e-mail address and password you just established, otherwise you will need to wait until your account administrator has approved you.

 

To grant access to a factor, you will need to furnish them with the s/v account name in step 5. They will then register the s/v account name with their existing portal account and will be a pending user on your account. Once that is done, you will receive an email stating that the factor is requesting access to the account, at which time you will login to your account, click on the “User Admin” tab, and approve the access of the factor representative.

 

If you have further questions, contact the Nordstrom Web Administrator at web.admin@nordstrom.com.  Please include your name, email address, phone number, vendor number, and a description of the issue(s) you are encountering.

 

 

*NOTE: Each vendor is enabled to have two administrators for their portal account.  If a user registers after both admins positions are occupied, then they will be prompted to register as a “pending” user needing approval from one of the admins.  Also, when working with Factors, Nordstrom asks that vendors register as the admin first, then grant access to the factor as a regular user.

 


Navigating the Supplier Portal

 

Now that access has been granted to your company, you will be able to navigate throughout the portal with the ability to obtain a wide variety of information that will help with many of the invoice, chargeback, and payment inquiries that may arise.  Below are a few tips that will help with the most common searches on the portal:

 

1.     Finding the status of an invoice

o        When at the header screen of the portal click on the drop down button next to “Inquire on” and select “Invoice”.

o        Then select what you would like to “inquire by” (i.e. Number, Number Range, Date Range, or Status)

o        Once selected, the requested invoice or invoice list will populate on the screen noting the Invoice #, Code, Code Description, Date, Cost, Disc. (if applicable), Status, Due date, Check #, Check Date, Amount of check, Check status, & PO

o        If you receive a message stating that “No information was found”, then the inquired invoice is not in Nordstrom’s system. Please retransmit (EDI) or send the invoice to Nordstrom if not EDI capable.

 

2.     Finding a claim and claim detail

o        When at the header screen of the portal click on the drop down button next to “Inquire on” and select “Chargeback”.

o        Then select what you would like to “inquire by” (i.e. Number, Number Range, Date Range, or Status)

o        Once the correct claim has been found, click the claim # (underlined) to be directed to the Document Detail of the chargeback/claim

o        To see the detail of the claim (i.e. cost discrepancies, units short, etc.), click the “Display Details” icon at the bottom of the Document Detail

 

3.     Viewing check detail and download

o        When at the header screen of the portal click on the drop down button next to “Inquire on” and select “Check”.

o        Then select what you would like to “inquire by” (i.e. Number, Date Range, or Status)

o        Once the correct check has been found, click the check # (underlined) to be directed to the detail of the check

o        If a download of the detail is needed, click the “Download to Excel” icon to download the check detail to a spreadsheet


Sending an Inquiry to AP

 

Nordstrom requests that all vendors/factors utilize the portal as the first point of contact when reconciling the account. If the information found on the portal does not answer the question at hand, an inquiry can be sent to your vendor rep via email to the Merch AP shared mailbox at merch.ap@nordstrom.com. 

 

When sending inquiries to the shared mailbox, it is important to have it in the proper format to ensure the most accurate and quick response.  Below is a list of the Nordstrom guidelines on what is expected of vendors when sending inquiries, including links to specific tools that can help make certain the inquiry is formatted correctly:

 

·         Include web findings on spreadsheet submitted with inquiry (i.e. invoice is “scheduled for payment”, “open”, or “not found”)

 

·         If the above templates do not apply to your inquiry, you may submit a free form email inquiry being sure to include the web findings, as well as the invoice, claim, or PO # in question.

 

·         All inquiries sent to the Merch AP mailbox must contain the following information in the subject line of the email (in the following order):

o        Vendor Name

o        Vendor Number

o        Brief explanation of inquiry


·         Once all information from the portal has been obtained, utilize the excel template found under the documentation link within the AP application of the portal -- http://apinquiry/UserDocs/Vendor%20Inquiry-Dispute%20Template.xls

 

·         Please allow 2 check runs, before inquiring on items with a “scheduled for payment” status. Please refer to the merchandise check run posted on the portal. https://portal.nordstrom.com/pwred-includes/documents/2018MerchAPPaymentsCalendar.pdf  


Sending an Inquiry to Supplier Offset Fees

 

Nordstrom requests that all vendors/factors utilize the portal as the first point of contact when reconciling the account. If the information found on the portal does not answer the question at hand, an inquiry can be sent via email to the Nordstrom Supplier Offset Fees shared mailbox at nordsupofffees@nordstrom.com. 

 

When sending inquiries to the shared mailbox, it is important to have the proper information sent with the inquiry: 


 

·         All inquiries sent to the Nordstrom Supplier Offset Fee mailbox must contain the following information in the subject line of the email (in the following order):

o        Vendor Name

o        Vendor Number

o        Document Number or Brief Explanation of Inquiry (if using explanation please ensure document numbers are in the body of the email)

 


Please take the necessary steps to ensure that the items above are completed before submitting any inquiries to the Merch AP mailbox. All inquiries submitted to the Merch AP mailbox will be responded to within 10 business days.


Here are a few more links that may be helpful when using the portal:

·         User Guide: http://portal.nordstrom.com/pwred-includes/documents/SupplierPortalUserGuide.pdf

·         FAQ: http://portal.nordstrom.com/pwred-includes/FAQ.html

·         Terms & Conditions: http://portal.nordstrom.com/pwred-includes/TermsAndConditions.html

·         Contact Us: http://porta.nordstrom.com/pwred-includes/ContactUs.html

 

Each of these links will direct you to different sections on the portal and will provide a brief overview of how to navigate through the portal, answers to frequently asked questions, the terms & conditions of the portal, and a “Contact Us” page which provides direction on who to contact in regards to different issues.

 

Following all of the steps listed above will help in resolving your inquiry in the fastest, most efficient manner for both companies as well as ensure a cohesive working partnership with Nordstrom’s Accounts Payable.