BIG LOTS VENDOR COMPLIANCE WEB PORTAL USER GUIDE - VENDOR 300 PHILLIPI RD. COLUMBUS, OH 43228

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1 BIG LOTS VENDOR COMPLIANCE WEB PORTAL USER GUIDE - VENDOR 300 PHILLIPI RD. COLUMBUS, OH 43228

2 Contents Getting Started...4 Tips for Using Actionable Intelligence... 4 Logging into Actionable Intelligence... 4 To login for the first time... 4 To log in AFTER the first time... 5 Navigating in AI... 6 About the Navigation Panel... 6 About the Page Tabs... 7 Using Online Help... 8 Opening and Printing the User Guide... 8 Viewing the Online Tutorial... 9 To view the Actionable Intelligence online tutorial... 9 Using the Dashboard...10 Introduction to the Dashboard Understanding Actionable Intelligence Dashboard Components Using the Dashboard Component Using the Messages Component Using the Tasks Component Using the Announcements Component To open an announcement Using the Deduction Summary Component To add one of more new components to your Dashboard To configure the Deduction Summary Component Using the Home Module...17 Understanding Actionable Intelligence Modules Using the Messages Component Sending a Message Reading and Responding to a Message Filtering Your Message List Sorting Your Message List Printing a Message Exporting Your Message List to Excel Using the Tasks Component Reviewing and Responding to a Task Reassigning a Task Filtering Your Tasks List Sorting Your My Tasks List Printing Your My Tasks List Reviewing Your Completed Tasks Exporting Your Task List to Excel Using the Schedule Reports Component Deleting a Scheduled Report Exporting Your Scheduled Reports List to Excel Printing Your Scheduled Reports List Using the User Profile Component Managing Your Personal Information Changing Your Password

3 Using the Deductions Module...36 Using the Deduction Tasks Component Updating and Viewing Deduction Tasks Using the Deduction Issues Component Deduction Statuses Viewing and Updating Deduction Issues Using the Analysis Filter Component Creating the Analysis Filter under the Deductions Module Using the Deduction Analysis Component Analyzing Deduction Issues in List or Graphic Format Using the Onboarding Module...47 Using the Production Analysis Module...48 Using the Analysis Filter Component Creating the Analysis Filter under the Deductions Module Using the Scorecard Component To print the scorecard To change the parameter on the scorecard Using the Administration Module...53 Using the Users Component Adding a New User Updating Information about an Existing User Activating or Deactivating a User

4 Getting Started This section describes logon procedures and other topics you might find helpful as you begin to use Actionable Intelligence. Tips for Using Actionable Intelligence The following tips may improve your AI experience: Open only one AI application window. If you make changes on screen (such as add an analysis filter or a deduction type) and your change or data does not display, click Refresh in the application (not in browser toolbar). If this does not solve the problem, logout and log back in. When the gray, spinning wheel icon displays, the page is loading. Some pages can take time to load, depending on the task and your Internet connection speed. Inovis recommends a broadband Internet connection for best performance. Note: Log out after an exception occurs, then log back in. This will probably improve performance. Logging into Actionable Intelligence To log in to Actionable Intelligence once you ve entered the AI site, type your User ID and password. The first time you log in, you will go through a few extra steps, as described in the first procedure below. These are necessary for selecting your password. To log in after the first time, use the second procedure below. Important: To log into the system, your browser must be Internet Explorer 6.0 or higher. To login for the first time 1. Open the New User Notification that you received. 2. Write down your User ID because you will need it soon, then click the Click here to activate your user account link in the . The link is below your User ID. Your AI portal open in your browser to display the New User Activation Page. 4

5 3. Type your User ID and Address in the fields. 4. Click Continue. A new page displays. 5. In a moment, you will receive an containing a security key. When you received the , open it and copy the security key. 6. Type your User ID into the User ID field, then paste the security key into the Security Key field. 7. Click Continue. A new page displays. 8. Type and then retype a password of your choosing. 9. Click Continue. The Actionable Intelligence user interface opens. To log in AFTER the first time 1. Go to the AI website URL for your portal Type your User ID and Password, then click Login. The Select Project dialog displays. Note: If you forget your password, click the Forgot your password? link to receive a new password. Your system administrator cannot see your password. 5

6 Navigating in AI When you log into Actionable Intelligence, the application opens to display the Dashboard, as seen in the first screen shot below. The Dashboard fills most of the page. It displays a high-level view of various tasks, statuses, issues, and other information. About the Navigation Panel On the left side of the page is the navigation panel, which contains links to all of the modules in AI, and all of the components in each module. Click a module name link (for example, Deduction) to open a list of the components in that module and move that module and its contents to the top of the modules list, which is some cases can push the other modules out of view. (To close a module, click a different module name). Click a component name link (for example, Deduction Tasks) to open that component in the main content area on the right side of the page. To hide the navigational panel to make more space available to display data, click the small blue arrow button near the top right corner of the navigation panel. To show the panel if it is hidden, click the arrow again. 6

7 Click the Dashboard tab to open the Dashboard. In the navigation panel, click a module heading to display components, then click component to open it in the right side of the page. Click to show or hide navigation panel. Click a tab previously viewed page to return to that previously viewed page Click X on a tab to remove the tab. White tab displays name of current page. About the Page Tabs After viewing multiple pages in AI, you can jump back and forth among them without waiting for them to reload. A link to each page you ve opened displays in the same row as the Dashboard link. To reopen a page, just click its tab. Note the following about the page tabs: The white tab displays the name of the page currently displayed. The shaded tabs display the names of previously viewed pages. To close a tab, click the X on the tab. If you close a tab, you will have to navigate back to that page if you wish to view the page again. Previously viewed pages are displayed across the top of the current AI page. To return to a previously viewed page, or to open the Dashboard, click the tab that displays that page name. For example, to return to the Dashboard from another page, click the Dashboard tab at the top left. 7

8 Using Online Help Click the Help link in the upper right corner of Inovis Actionable Intelligence to open the online help system. The online help contains a toolbar at the top. Use the toolbar icons to perform the following actions: Click Contents to display a list of the sections of the help, similar to a Table of Contents in a book. Click book icons to view a list of help topics in that section. Click a topic title to display that help topic in the panel on the right side of the online help window. Click Index to display a list of subjects in alphabetical order. Click the subject entry link to display that help topic in the panel on the right. Click Search to search the online help for topics that contain a specific word. The list will rank topics on a scale from 1 to 100, with 100 being the topic that most often contains the word you searched for. Click a subject entry link to display that help topic in the panel on the right. You can use the following icons when in a help topic: Click to highlight in gray the name of the currently displayed topic in the Contents so you know where that topic is located in the Contents. Click the Previous and Next icons to page through the help topics in the order that they appear in the Contents. (You can also click the Next icon on the opening page to enter the help system.) Click to print the currently selected help topic. Opening and Printing the User Guide To open the Inovis Actionable Intelligence User Guide, which contains a printable version of the online help system, click the View or print a User Guide link that displays below each help topic. To open this file, you must have installed on your computer the free Adobe Reader or another product that can open a PDF file. The file will open in a separate browser window. After opening the file, to print the guide click the Print icon on the Adobe toolbar, which displays above the guide in the browser window. To download Adobe Reader free of charge, go to: 8

9 Viewing the Online Tutorial To take full advantage of Actionable Intelligence, view the online tutorial. To view the Actionable Intelligence online tutorial 1. Click Help to access the online help system. 2. If the Internet Explorer security message appears, click the message and select Allow Blocked Content > click Yes. The help system opens. 3. In the left pane, click Getting Started. 4. Click Viewing the Online Tutorial > 9

10 Using the Dashboard The Actionable Intelligence (AI) Dashboard displays automatically when you first log into the program. It provides a quick and convenient snapshot of the issues and information you need to stay on top of. Introduction to the Dashboard When you log into Actionable Intelligence, the application opens to display the Dashboard, as seen in the first screen shot below. The Dashboard fills most of the page. It displays a high-level view of various tasks, statuses, issues, and other information. It contains Messages, Tasks, and Announcements components. In addition, your User Name and a Project field appear at the upper right side of the page. You can customize the Dashboard to display any of a variety of data groups, such as audit analysis or transaction error analysis. The User, Messages, and Tasks sections appear depending on your role. If you selected a project when you logged in to AI, that project is shown in the Project field. Clicking Configure opens a list of components that you can add to the Dashboard. Understanding Actionable Intelligence Dashboard Components The following table describes the complete list of Dashboard components and provides links to topics with more detailed information. 10

11 Dashboard Component Messages Tasks Announcements Deduction Summary Summary Information Display waiting messages, calling attention to High Priority messages that may require immediate attention. Gives a snapshot view of the status of your assigned tasks. Overdue, Not Started, and In Progress tasks are listed, and can be opened, separately. Allows you to read and (if your role permits) broadcast system-wide announcements to members of your trading community. Displays a pie chart comparing the dollar amounts associated with different types of deductions. Using the Dashboard Component Using the Messages Component The Dashboard s Messages component helps you to keep on top of critical communications by separating Important (High priority) messages to Normal priority messages. The New button opens a page from which you can send a message. View buttons allow you to quickly access your new messages. Important (High priority) and Normal priority messages are listed separately. A Total category shows you the total number of waiting messages (High and Normal). To use the Messages component 1. If necessary, click Dashboard in the upper left corner of the page to open the AI Dashboard. You will see the Messages component at the top of the Dashboard. 2. Do one of the following: 11

12 Note: If the New Message page buttons are disabled, it means that your role assignment does not authorize you to create new messages. Using the Tasks Component The Dashboard s Tasks component allows you to quickly view the status of your assigned tasks. Clicking a View button opens a page listing Overdue, Not Started, or In Progress tasks. Note: With the exception of the initial view, this component corresponds to the Tasks component of the Home module. To use the Tasks component 1. If necessary, click Dashboard in the upper left corner of the page to open the AI Dashboard. You will see the Tasks component at the top of the Dashboard. 12

13 2. To open the Tasks list for any of the listed categories, click View for that category. A Tasks list page opens. You can select drop-down filter menus to list only those tasks you re interested in (for example, my in-progress tasks for all projects ). The Apply button activates the specified filter. You can select drop-down filter menus to list only the status of the tasks that you re interested in. Note: You can view your tasks from your Dashboard when you login, or you also can click Home or Deduction on the navigation page (left menu) to view your tasks. 13

14 Using the Announcements Component The Dashboard s Announcement component displays system-wide announcements, and allows some users (associated with the host organization only) to broadcast announcements to the trading community. To open an announcement Announcements are listed as hyperlinks, which you can click to open. Click New to create an announcement. 1. Click on the announcement hyperlink. The announcement opens in a page that looks like the following. Note that details on who sent the announcement, the date the announcement was sent, and so on, are provided above the announcement text. The Delete button is not displayed to trading partners or other users who are not authorized to create/delete announcements 2. After reading the announcement, you can: Click Close to close the announcement. Click Delete to delete the announcement (if authorized). Use the Print feature to print the announcement. (Click Print > Print to display a standard Print dialog box. Adjust Print settings, if necessary, then click Print to begin printing. 14

15 Using the Deduction Summary Component Click Edit to change the selected parameters. A chart legend shows the colors assigned to the deduction categories represented in the graph. Here, the deduction categories are listed with their associated dollars amount. When you first add this component to the Dashboard, or when you want to change the data represented in the chart, you need to select parameters in a screen like this: Options available in these drop-down menus are custom defined for your system. Note: You re not limited to one Deduction Summary chart in the Dashboard. You may want to add multiple charts for different projects and deduction categories. 15

16 To add one of more new components to your Dashboard 1. If necessary, click Dashboard in the upper left corner of the page to open the AI Dashboard. 2. Click Configure. The Dashboard Components page opens. Using Dashboard toolbar buttons you can: Cancel without selecting; Add an item to the Dashboard; Print the list; Export the list to Excel; and Refresh the page. 3. Select one or more components in the list. (To select multiple items, hold down the Ctrl key while selecting each item.) 4. Click Add. 5. The Dashboard now opens with the selected component(s) added. If it s necessary to configure a component, configuration settings are displayed. Note: To remove an optional component from your Dashboard, click the X in the upper right corner of the component. To configure the Deduction Summary Component 1. Click the component s Edit button, if necessary, to display configuration settings. (When the component is first added to the Dashboard, configuration settings are displayed by default.) 2. Open the Analysis Filter drop-down menu and select the Deduction category you re interested in. 3. Open the Summary By drop-down menu and select a sub-category (that is, a category that further limits the data captured in the chart). For example, Vendor is selected in the sample screen. 4. Open the Display By drop-down menu and choose whether you d like data to be displayed by Amount or Count. 5. In the Description field, enter a descriptive title for the chart (this is optional). 6. Click Save to save and display the chart. 16

17 Using the Home Module The Actionable Intelligence (AI) Home module is for managing your personal messages, tasks, and reports, and for maintaining user information, like your password, address, and preferred document views. Much that is available in this module is also available in the Dashboard (though with a different opening view). Some of the information in this section is, therefore, redundant with Dashboard topics. However, this section provides a greater level of detail and step-by-step instructions for procedures that are merely summarized in the Dashboard section. Understanding Actionable Intelligence Modules You will see only modules that you have access to. If you feel you need access to a module, contact the Vendor Compliance Manager to adjust your permissions. 17

18 See the table below for summaries of each Actionable Intelligence module. Home Module Name Summary Information Contains components to manage your messages, tasks, scheduled reports, and personal information. Note: The Home module s Messages, Tasks, and User Profile components are also available on the AI Dashboard, though with different firstlevel views. Onboarding Deductions Production Analysis Administration Onboarding is the process of setting up trading partners to meet compliance standards. This module contains components to view and update onboarding tasks, test document contents, and test long-running transaction processes. Contains components for accessing and managing Deduction Issues in AI. Contains components to test and remediate individual production documents and audit historical documents to determine compliance performance. Contains components to manage and monitor users and organizations that access Actionable Intelligence as part of your compliance program. Note: This module is available only to users with administrator-level role assignments. Using the Messages Component The Messages component, which is available both in the Home module and on the Dashboard, is the Active Intelligence (AI) messaging system, allowing you to send and receive messages within the secure confines of the AI community. To open the Messages component, click Home on the left side of the Actionable Intelligence page, then select Messages. This opens your My Messages Inbox. Note: With the exception of the initial Dashboard view, this component is identical to the Messages component on the Dashboard 18

19 To review your sent messages, click the Sent Messages tab. With the exception of filtering capabilities, which are more limited, the Sent Messages page offers the same features available in the Inbox page. All messages are listed by default. However, you can use filter fields to list specific types of messages. Messages that have been opened show an open envelope in the second column. Messages that have not been opened show a closed envelope. A preview pane shows you the contents of the highlighted (selected) message. To sort your messages by sender name, subject, or date, click on the corresponding column head. (Clicking once sorts in ascending order, clicking again sorts in descending order.) By default, messages are sorted by date, in descending order (most recent messages on top). Sending a Message To send a message 1. Click Home > Messages to open your My Messages Inbox. The first Inbox column shows message priority. An exclamation point (!) indicates High priority. A blank indicates Normal priority. A down arrow indicates Low priority. 19

20 2. Click New in the My Messages toolbar. A Compose Message page opens. By default, messages are assigned a Normal priority. To assign a High or Low priority instead, choose from the Priority drop-down menu. 3. To the right of the To label, select the checkbox next to each person to whom you want to send the message. 4. In the Priority field, select from the drop-down menu to assign a priority to the message. Options are Normal, High, and Low. (Normal is selected by default.) 5. In the Subject line, type a descriptive subject line for the message. 6. Type a message in the Message field. 7. Click Send. The message is sent, and a copy of the message is added to your Sent Messages list. Note: You cannot send attachments with messages. If you want to send an attachment to someone in the Actionable Intelligence system, use regular . Note: If the Compose Message page buttons are disabled, it means that your role assignment does not authorize you to create new messages. 20

21 Reading and Responding to a Message Like a regular message, you can open an AI message and respond to it by replying, replying to all, forwarding, deleting, or simply closing. To read and respond to a message 1. Click Home > Messages to open your My Messages Inbox. Note: Messages that have already been opened are identified with an open envelope (second column). Messages that have not yet been opened are identified with a closed envelope. Clicking Close at any time closes the Inbox. If you click Reply, Reply to All, or Forward, the selected message opens in a fashion appropriate for the selected feature. Note: You can also select any of these features from within an open message. 2. Select the message you want to open, then click Open. The message opens. 3. Do one of the following: To close the message without responding, click Close. To reply to the sender of the message, click Reply. 21

22 To reply to the sender of the message, and to all others who received the original message, click Reply to All. To forward the message, click Forward. To print the message, click Print > Print to open a standard Print dialog. Configure print settings, if necessary, then click Print to begin printing. To delete the message from your Inbox, click Delete, then click OK to confirm. If you selected Reply, Reply All, or Forward, a page similar to the following opens: Reply to All was selected in this example, so all the people to whom the original message was sent are selected in the To list. 4. If necessary, select from the To list to specify the recipient(s) of the message. 5. Select the message priority. (Options are High, Normal, and Low.) 6. Edit the Subject line, if necessary. 7. Type a message in the Message area. 8. When you re ready to send the message, click Send. The message is sent, and a copy of the message is added to your Sent Messages list. Note: You cannot send attachments with messages. If you want to send an attachment to someone in the Actionable Intelligence system, use regular . Note: If the Compose Message page buttons are disabled, it means that your role assignment does not authorize you to create new messages. Note: If the Internet Explorer security message appear on your screen, click the message and select Allow Blocked Content > click Yes 22

23 Filtering Your Message List Special filter fields at the top of the Messages Inbox allow you to filter your messages list to display only specific types of messages. This is a handy feature for quickly locating messages from a specific partner or organization, or with a particular priority, or status (e.g., Read, Unread, etc.). Note: You can filter sent messages as well, but only by priority. To filter your message list 1. Click Home > Messages to open your My Messages Inbox. By default, filter fields are populated with All values. 2. Do one or more of the following: If you want to list messages from a specific partner or organization, select from the Partner/Organization drop-down menu. If you want to list messages with a specific Priority value, select High, Normal, or Low from the Priority drop-down menu. If you want to list messages with a specific status, select Read, Unread, Replied, or Forwarded from the Status drop-down menu. 3. Click Apply to activate the filter. Note: When you close and reopen the Inbox, all filter fields are automatically reset to All. 23

24 Sorting Your Message List By default, messages in your Inbox are sorted by date, with the newest messages appearing at the top. If you like, you can click the Date column head to reverse this order, or click the From or Subject column head to sort alphabetically by sender, or subject. Clicking once sorts in ascending order; clicking again sorts in descending order. Note: You can sort messages in the Sent Items page as well. To sort your message list 1. Click Home > Messages to open your My Messages Inbox. By default, messages are sorted by date, with the newest messages appearing at the top of the list, and the oldest appearing at the bottom. 2. Do one of the following: To reverse the sort order by date (to display oldest items first), click the Date column head. To sort alphabetically by sender, click the From column head. (Clicking again sorts in reverse alphabetical order.) To sort alphabetically by subject, click the Subject column head. (Clicking again sorts in reverse alphabetical order.) Note: When you close and reopen the Inbox, the default sort scheme (by date with most recent messages listed first) is reinstated. 24

25 Printing a Message If you like, you can print an open message. To print a message 1. Click Home > Messages to open your My Messages Inbox. 2. Select the message you want to print, then click Open. 3. Select Print > Print. 4. A standard Print dialog box opens. 5. Adjust print settings, if necessary, then click Print to begin printing. Exporting Your Message List to Excel Using the Export button on the My Messages toolbar, you can export the contents of your message list to an Excel file. You can export the complete contents of the list, or use the filter fields to filter the list before running an export. To export your message list to an Excel file 1. Click Home > Messages to open your My Messages Inbox. 2. If you want to export a filtered list, use the filter fields and Apply button to display the list you want to export. 3. Click Export > Export List to Excel. A File Download dialog opens. 4. Do one of the following: If you want to open and view the file before saving, click Open > Click here to view exported list. Then save the file in Excel. (The default filename is listworksheet.xls.) To immediately save the file, click Save. When the Save As dialog opens, select the filename and location and click Save. (The default filename is listworksheet.xls.) 25

26 Using the Tasks Component The Tasks component, which is available both in the Home, Deduction module and on the Dashboard, is a control center for managing your assigned tasks. Note: On the Dashboard, the Tasks component has a different initial view. Otherwise, Tasks in the Home module is identical to Tasks on the Dashboard. To open the Tasks component, click Home on the left side of the Actionable Intelligence page, then select Tasks to open your My Tasks list. Reviewing and Responding to a Task To review or respond to a task that has been assigned to you, you need to open the task in the Tasks list. To review and respond to a task 1. Click Home > Tasks to open your My Tasks list. Clicking Close at any time closes the Inbox. If you click Take Action or Reassign in the toolbar, the selected task opens in the fashion appropriate for the selected feature. You can click Open to open a selected task, or double-click on a task to open it. 2. Select the task in the list, then click Open. The task opens, displaying primarily read-only values describing the task, and task status. 26

27 If a link like this appears in a Task Action page, you can click it to display the issue associated with the task. In this sample screen, a link to a Deduction issue is shown. If a link like this appears in a 3. If you want to review task details, or take action on a task, click the Task Action link. 4. Do one or more of the following, as appropriate: To Take Action, click Take Action. Select Yes to dispute a deduction and click Save & Close to save If a link to an associated issue or document is provided (for example, in this sample screen, a link to the Deduction issue is provided), select the link to open a page describing the issue. To reassign the task, click Reassign. In the page that opens, select the person to whom you want to reassign the task, then click Save. Type a comment in the New Comment field. 5. When you re finished in the page, click Save & Close Task to save and close, or Close to close without saving. 27

28 Reassigning a Task From your My Tasks list, it s quick and easy to reassign a task to someone else, if necessary. Using the Reassign button, you can go directly from your task list to a Reassign page. You can also open a task first, then reassign it from there. Note: To reassign a task, your role must give you Assign privileges for that type of task. To reassign a task from your My Tasks list 1. Click Home > Tasks to open your My Tasks list. You can go directly to a Reassign page by selecting a task, then clicking Reassign in the toolbar. You can also reassign a task by opening it first, then selecting Reassign from the open task page. 2. Select the task you want to reassign. 3. Click Reassign in the My Tasks toolbar. A page like the following opens: 4. If you make a change to this screen and haven t saved, clicking Refresh restores the original value. 5. Open the Reassign To User drop-down menu and select the appropriate name. 6. When you re finished, click Save to save and close. The task you reassigned will now be removed from your My Tasks list. Filtering Your Tasks List Special filter fields at the top of your My Tasks list allow you to filter your tasks list to display only specific types of tasks. This is a handy feature for finding a task quickly in a long list of tasks. 28

29 To filter your tasks list 1. Click Home > Tasks to open your My Tasks list. 2. Do one or more of the following: To list tasks with a specific status, select from the Status drop-down menu. Options are Active, Completed, In Progress, Not Started, and Overdue. (Choosing Active selects all tasks that are not completed.) To list tasks for a specific project, select from the Project drop-down menu (if present). To list tasks associated with a particular trading partner, click Choose, then select a trading partner from the pop-up list. (To locate a partner in a long list, type a string from the partner s name in the Name field, then click Search.) 3. Click Apply to activate the filter. Your My Tasks list now lists only items matching the criteria you selected. Sorting Your My Tasks List By default, tasks are sorted in the My Tasks list by creation date, with the most recently created tasks listed at the top. If you like, you can click the Created column head to reverse this order, or click on any other column head to sort items by that column instead. Clicking once sorts in ascending order; clicking again sorts in descending order. To sort your tasks list 1. Click Home > Tasks to open your My Tasks list. By default, tasks are sorted by creation date, with the last-created tasks appearing at the top of the list, and the oldest appearing at the bottom. If you sort on a column like Status, which contains identical items, items will be sorted secondarily by creation date. 2. Do one of the following: To reverse the sort order by creation date (to display oldest tasks first), click the Created column head. To sort alphabetically by task name, project name, or partner name, click the Name, Project, or Partner column head. 29

30 To sort alphabetically by project status, click the Status column head. To sort by the Started or Due date, click the Started or Due date column head. Click again if you want to reverse the order. Printing Your My Tasks List If you like, you can use the Print button on the My Tasks toolbar to print your My Tasks list. To print your My Tasks list 1. Click Home > Tasks to open your My Tasks list. 2. Select Print > Print. A standard Print dialog box opens. 3. Adjust print settings, if necessary, then click Print to begin printing. Reviewing Your Completed Tasks By default, Active tasks are displayed in your My Tasks list. These include tasks with a status of In Progress, Not Started, and Overdue. If you want to display Completed tasks, you need to filter the list by Completed status. To review your completed tasks 1. Click Home > Tasks to open your My Tasks list. 2. Open the Status drop-down menu and select Complete. 3. Select additional filter criteria, if necessary (for example, if you want to list completed tasks only for a particular project, or trading partner). 4. Click Apply. Completed tasks matching the specified criteria are now listed in the page. Exporting Your Task List to Excel Using the Export button on the My Tasks toolbar, you can export the contents of your task list to an Excel file. 30

31 To export your tasks list to an Excel file 1. Click Home > Tasks to open your My Tasks list. 2. If you want to export a filtered list, use the filter fields and Apply button to display the list you want to export. 3. Click Export > Export List to Excel. A File Download dialog opens. 4. Do one of the following: If you want to open and view the file before saving, click Open > Click here to view exported list. Then save the file in Excel. (The default filename is listworksheet.xls.) To immediately save the file, click Save. When the Save As dialog opens, specify a filename and location, then click Save. (The default filename is listworksheet.xls.) An Excel worksheet is now saved to the location you specified. Note: If the Internet Explorer security message appear on your screen, click the message and select Allow Blocked Content > click Yes 31

32 Using the Schedule Reports Component If your role assignment gives you the necessary system privileges, you re able to send some analysis views (e.g., Production Analysis > Process Summary) to other Actionable Intelligence users via regular . These scheduled reports, which arrive as Excel files, can be configured to arrive daily, weekly, monthly, or at custom intervals. If you ve configured any scheduled reports, the Scheduled Reports component of the Home module displays a list of the reports, along with details like the report names, recipients, and how often the reports are delivered. Note: If you have not scheduled any reports, or if your role assignment precludes your scheduling reports, the following message is displayed: No scheduled reports were found. To open the Scheduled Reports component, click Home on the left side of the Actionable Intelligence page, then select Scheduled Reports. You will see a list of your currently scheduled reports (if any). To display only reports associated with a particular recipient, select from the Recipient drop-down menu, then click Apply.To return the complete list to the page after filtering, clear the Recipient field and click Apply. Deleting a Scheduled Report If you want to delete a report that you ve scheduled, you can do so right from the Scheduled report list. To delete a scheduled report 1. Click Home > Scheduled Reports to open your Scheduled Reports list. 2. Select the report that you want to delete. 3. Click Delete. 4. When prompted to confirm, select OK (or Cancel to cancel). 32

33 Exporting Your Scheduled Reports List to Excel Using the Export button on the My Tasks toolbar, you can export the contents of your Scheduled Reports list to an Excel file. You can export the complete contents of the list, or use the Recipient field and Apply button to filter the list by recipient before running an export. To export your scheduled reports list to an Excel file 1. Click Home > Scheduled Reports to open your Scheduled Reports list. 2. If you want to export a list filtered by recipient, select from the Recipient drop-down menu and click Apply to display a filtered list. 3. Click Export > Export List to Excel. A File Download dialog opens. Printing Your Scheduled Reports List If you like, you can use the Print button on the Scheduled Reports toolbar to print your Scheduled Reports list. To print your Scheduled Reports list 1. Click Home > Scheduled Reports to open your Scheduled Reports list. 2. Select Print > Print. A standard Print dialog box opens. 3. Adjust print settings, if necessary, then click Print to begin printing. 33

34 Using the User Profile Component The User Profile component is a control center for managing personal information like your address, password, and preferred document views. To open the User Profile component, click Home on the left side of the Actionable Intelligence page, then select User Profile. A Preferences page opens. The User Profile tab is selected by default. Change your password in the Change Password tab. Managing Your Personal Information The User Profile tab of this page contains personal information, like your name and address. To update your personal information 1. Click Home > User Profile to open the User Profile page Edit Name or Address values, as necessary. Note: User Name and Organization values (which are read-only) are associated with your user account and role assignment, and cannot be edited in this page. 4. Click Save to save and close (or Close to cancel). 34

35 Changing Your Password Selecting the User Profile component of the Home module opens a Preferences page. The Change Password tab of this page contains the password that you currently use to log in to Actionable Intelligence. If you like, you can change your password in this page. To Change Your Password 1. Click Home > User Profile to open the Preferences page. 2. Click the Change Password tab. 3. Type your current password into the Current Password field. 4. Type your new password into the New Password field. Note: Remember that passwords are case sensitive. 5. Type your new password again into the Confirm Password field. 6. Click Save to save and close (or Close to cancel). 35

36 Using the Deductions Module The Actionable Intelligence (AI) Deduction module is for managing the deduction issues and partner exemptions. Using the Deduction Tasks Component Deduction tasks are responsibilities that individuals must perform to research and resolve a deduction issue. Individuals can take actions on a deduction task, including adding a comment, assigning it to another individual, or approving the deduction. Updating and Viewing Deduction Tasks A deduction task is a responsibility that must be performed to research and resolve a deduction issue. You can access detailed information about the deduction while viewing a task. All tasks have a due date, or date that indicates when the task must be completed. A task might expire without any action being performed on it. In some situations, the task will not be visible in AI after the due date. To view and update deduction tasks 1. Select Deductions > Deduction Tasks (or My Tasks on the Dashboard). The Deduction Tasks List opens. 2. Select the task you want to view or update, then click Open. The Review Task page opens so you can act on the task. 36

37 3. Perform one or more of the following actions on the task. Note: Based on your role, you might not be able to perform all actions listed in the table. 37

38 A message indicates the task was updated. The updated task will be added to the task list for the appropriate individual. 38

39 Using the Deduction Issues Component Deduction Statuses A deduction has a series of statuses it goes through during a deduction workflow. The standard statuses are listed in the table. Module Name Pending Summary Information Deduction was created, but has not yet been reviewed by the Vendor Compliance Manager. Approved Vendor Compliance Manager has certified the deduction will be imposed on the partner. Disputed Partner disagrees with the deduction and is disputing it with the Vendor Compliance Manager. No charge Vendor Compliance Manager has certified the deduction is valid, but has decided not to impose the penalty on the partner. Exempt While a deduction would normally apply to a partner, the Vendor Compliance Manager has indicated the partner is not liable for the penalty. Acknowledged Partner has acknowledged the deduction Reversed Vendor Compliance Manager has agreed with the partner s dispute and will not impose the penalty. Viewing and Updating Deduction Issues To view and update deduction issues 1. Click Deductions > Deduction Issues (or My Tasks on the Dashboard). The Deduction Issues page opens. 39

40 2. You can view detailed information about a deduction. Click Comments or Attachments to see if additional information is available for the deduction issue. For deductions that were automatically generated from messages, click the link to see different views of the message. 3. If the deduction issue was generated based on data from a message with errors, select Click to view report related to this deduction to see the message with errors. The Message Error Highlighter page opens. The page provides different views into messages and documents with errors. 40

41 Using the Analysis Filter Component Setting Up Filters Used for Analyzing Deduction Issues Analysis filters make it possible for users to focus their attention on specific data; for example, deduction issues for this quarter. The filters can represent very specific classifications of information, such as deductions by quarter by status and trading partner. Note: This filter is created for your Pie Chart and Deduction Analysis. Creating the Analysis Filter under the Deductions Module To create an analysis filter 1. Click Deductions > Analysis Filters. The Analysis Filters page opens. 2. Click New. The New Analysis Filter page opens to the General properties node. 41

42 Use the nodes to specify additional information about the analysis filter. 3. In General, type the general criteria for your filter: a. In Name, type the name of the filter. b. In Access, select the groups to which you want the filter to be available: Organization - If you want the filter to be available to all users within your company. User - If you want the filter to be available for you. Note: You must select USER if you want to create the filter for yourself. c. In Make this a default filter, select the check box if you want the filter to be the default filter selected when a user goes into deduction analysis. d. In Date Filter Type, select how you want to apply time to the filter. Depending on your selection, you might be able to apply additional date-related or analysis-related criteria to the filter. e. Click Save. Important: If you do not specify more criteria, all deduction categories, definitions, statuses, and trading partners will be included in the new filter. 4. To have the filter apply to one or more trading partners, select the Partner Filter node, select one or more trading partners, then click Save. 42

43 5. To have the filter apply to one or more deduction categories, select the Category Filter node, select one or more deduction categories, then click Save. 6. To have the filter apply to one or more deduction definitions, select the Definition Filter node, select one or more deduction definitions, then click Save. 7. To have the filter apply to one or more deduction statuses, select the Status Filter node, select one or more deduction statuses, then click Save. 43

44 8. In Custom Field Filter, type the general criteria for your filter: a. In DC, select the DC # you want to view b. In Buyer, select the Buyer # you want to view c. In Department, select the Department # you want to view d. In Division, select the Division # you want to view e. In Receipt, select the Receipt # you want to view f. In ShipmentID, select the ShipmentID # you want to view g. Click Save. 9. To save all your changes for the analysis filter, click Save. Note: This Analysis Filter is for your Pie Chart and Deduction Analysis Using the Deduction Analysis Component Analyzing Deduction Issues in List or Graphic Format Actionable Intelligence lets you categorize and analyze deduction issues in list or graphic form, such as a pie chart. You can also export the data to your computer in various formats, including a spreadsheet. Note: Depending on your role, you might see deduction issues for all trading partners, or deduction issues that are specific to your company. To analyze deduction issues for your company 1. Click Deductions > Deduction Analysis. 44

45 2. In Analysis Filter, select the filter you want to apply to the project, then click Apply. Based on your criteria, a summary list of deduction issues opens. Note: The Analysis Filter drop down menu is from the Analysis Filter component under Deductions module. 3. If you want to refine the data further, select options in the View By 1 and View By 2 dropdown lists, then click Apply.A more refined summary list of deductions that match your criteria opens. 4. If you want to view a summary item in graphic form, select the Category, then click Charts. Select the type of chart you want to view, such as Pie Chart. 5. If you want to view the detail of the Category click Open. 45

46 6. Select the deduction item, then click Open. Detailed information about the deduction opens. 46

47 Using the Onboarding Module This section describes how to use the Actionable Intelligence Onboarding module to test documents and transaction life cycles (called processes in AI) to ensure trading partner compliance with host organization specifications. Onboarding is a host organization s activity to coordinate compliance efforts for a group of trading partners. Some people or documents also refer to this as on ramping. Onboarding Overview Onboarding is the process of introducing the Vendor Compliance program and application to Trading Partners. Taking Action on an Onboarding Task Use the following procedure to take action on an onboarding task. To take action on an onboarding task: 1. Click Onboarding > Onboarding Tasks. In the latter case, the Onboarding Task dialog displays. On the onboarding tasks list page, click Take Action in the toolbar. Click either to take action on this task After opening the task, click Take Action in the task toolbar (see graphic above). 2. To save your action, click Save & Close Task at the top or bottom of the dialog. 3. The task is removed from the Onboarding Task list. 47

48 Using the Production Analysis Module Using the Analysis Filter Component Setting Up Filters Used for Analyzing Deduction Issues Analysis filters make it possible for users to focus their attention on specific data; for example, deduction issues for this quarter. The filters can represent very specific classifications of information, such as deductions by quarter by status and trading partner. Note: This filter is created for your Scorecard. Creating the Analysis Filter under the Deductions Module To create an analysis filter 1. Click Production Analysis > Analysis Filters. The Analysis Filters page opens. 2. Click New. The New Analysis Filter page opens to the General properties node. Use the nodes to specify additional information about the analysis filter. 48

49 3. In General, type the general criteria for your filter: f. In Name, type the name of the filter. g. In Access, select the groups to which you want the filter to be available: Organization - If you want the filter to be available for all users within your company. User - If you want the filter to be available for you. Note: You must select USER if you want to create the filter for yourself. h. In Make this a default filter, select the check box if you want the filter to be the default filter selected when a user goes into deduction analysis. i. In Date Filter Type, select how you want to apply time to the filter. Depending on your selection, you might be able to apply additional date-related or analysis-related criteria to the filter. j. Click Save. Important: If you do not specify more criteria, all deduction categories, definitions, statuses, and trading partners will be included in the new filter. 4. To have the filter apply to one or more trading partners, select the Partner Filter node, select one or more trading partners, then click Save. 5. To have the filter apply to one or more deduction categories, select the Category Filter node, select one or more deduction categories, then click Save. 49

50 6. To have the filter apply to one or more deduction definitions, select the Definition Filter node, select one or more deduction definitions, then click Save. 7. To have the filter apply to one or more deduction statuses, select the Status Filter node, select one or more deduction statuses, then click Save. 50

51 8. In Custom Field Filter, type the general criteria for your filter: h. In DC, select the DC # you want to view i. In Buyer, select the Buyer # you want to view j. In Department, select the Department # you want to view k. In Division, select the Division # you want to view l. In Receipt, select the Receipt # you want to view m. In ShipmentID, select the ShipmentID # you want to view n. Click Save. 9. To save all your changes for the analysis filter, click Save. Note: This Analysis Filter is for your Scorecard 51

52 Using the Scorecard Component The Actionable Intelligence (AI) Scorecard module is for viewing the scorecard for trading partners. The Partner s Scorecard opens. To print the scorecard 1. Click Print > Print. A standard Print dialog box opens. 2. Adjust print settings, if necessary, then click Print to begin printing. To change the parameter on the scorecard 1. Open the Analysis Filter drop-down menu and select the Date Range you re interested in. 52

53 Using the Administration Module Using the Users Component Adding a New User If you want to create a new user within your company: Click Administration > Users. Click New. Fill out the information (Name, Phone, Address, User ID, etc) Note: Select Active on the Active field, select the appropriate Access Roles for the new user that you re created, check the Portal Access and Notification boxes. Click Save. Click New to add a new user Lists existing users Type and select information for a new user. User ID is the user ID used to login to AI. 53

54 Updating Information about an Existing User Use this procedure to modify information about an existing user. Note: A user cannot be deleted. To edit an existing user 1. Click Administration > Users. The Users page opens. It lists existing users at the top of the page. 2. Select the user whose information you want to modify. The user s information appears in the bottom part of the page. Select user from list of existing users. Modify information about the existing user. 3. Modify the information about the existing user. 4. Click Save. Activating or Deactivating a User There might be times when you need to deactivate a user s ability to login to AI. To activate or deactivate a user 1. Click Administration > Users. 2. Select the user. 3. In the Active drop-down list, select Yes or No. The user s status changes from Active to Inactive, or from Inactive to Active. 54

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