Lionbridge. Contents. Lionbridge eprocurement. Accessing eprocurement

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1 Lionbridge Contents Lionbridge eprocurement...1 Accessing eprocurement...1 Viewing, accepting or rejecting Purchase Orders...3 Invoicing...4 eprocurement Vendor Payment Details...6 Queries...6 Lionbridge eprocurement eprocurement is a web-based tool that allows Lionbridge partners to view and accept their Purchase Orders (POs), invoice their POs and view payment details. Accessing eprocurement 1. To log into eprocurement, you will need to first access the Lionbridge Service Partner Portal ( SPP ). To proceed, go to and enter your assigned username and password. Note: If you have forgotten your Password or Username, click on the Forgot Username/Password? link in the Sign In window. Enter your Address and click on Forgot Password or Forgot Username. You will receive an that will allow you to reset your information. If you still have issues logging in, please contact your local Vendor Manager for help. 2. Once you have successfully logged into the system, you will see the Service Partners secure Home Page. 1

2 3. Click on the PO Approval/Invoicing link on the right (highlighted in red below). 4. You will directly access your Dashboard with the list of Purchase Orders (POs) available for acceptance, POs to invoice, invoices created and invoices rejected, as shown in the screenshot below. 2

3 Viewing, accepting or rejecting Purchase Orders The PO(s) for Acceptance area allows you to view your POs and accept or reject them. To accept a PO, you need to go to the POs tab, then to PO(s) for Acceptance, as shown below: Click on the POs tab: Click on PO(s) for Acceptance: From the dropdown list, select the Lionbridge office that issued your PO. Click on the plus sign (+) to expand the view and see more details about the PO. Tick the box in front of the PO(s) you wish to accept. Click on the Accept the selected PO(s) action from the left-hand side menu. Accepted POs will then appear in PO(s) to invoice. To reject a PO, please proceed as above, but select Reject the selected PO instead. 3

4 Invoicing Note: You can only submit an invoice once the delivery date specified on the PO has passed. To invoice your accepted POs, please go to PO(s) to Invoice. To create the electronic invoice, simply tick the box in front of the POs you wish to invoice and select Invoice the selected PO(s). You can add more than one PO to an invoice, but no more than twenty. Please note also that it is not possible to split one PO between different invoices. When you click Invoice the selected PO(s), you will see an invoice with PO numbers on it. Please enter an invoice number of your own choice (every invoice number has to be different). 4

5 If your country is subject to VAT: Lionbridge has centralized the issuing of purchase orders from Ireland and the USA. When invoicing these two offices, you do not need to enter a VAT number on your invoice, unless you are an Irish vendor invoicing our Lionbridge Dublin office. Make sure to invoice the Lionbridge office in your region (e.g. Dublin if you are in the UK). If you are still invoicing Lionbridge offices other than Ireland and the USA, the below table will apply in regards to invoicing VAT: Located in EU VAT Registered doing business in: Local VAT applicable VAT Number Required on invoice Own Country Yes Yes EU No Yes Outside EU No No If you are located in Canada and are submitting invoices to an office of Lionbridge in Canada, you will have the option to enter relevant taxes. Once you have completed your invoice, you can either click Save and Submit to submit your invoice immediately, or Save if you wish to review your invoice before submission at a later time (simply go to the Invoice(s) Created section to review previously saved invoices. Note: Lionbridge no longer requires manually or digitally signed invoices. Once your invoice is submitted, our Accounts Payable department will process it and pay it according to the agreed payment terms. Important: Please ensure that your financial/banking details are complete and up to date under the Finance Details section so that we can quickly initiate your wire transfer. You should only enter your primary bank details. We do not need intermediary bank details. Please remember to notify your Vendor Manager in case you change your banking details at a later stage. We will ensure that our finance team has your most up to date banking information. You should also inform your Vendor Manager if your Tax ID changes as we may need to create a new legal entity for you in our database. 5

6 eprocurement Vendor Payment Details Within eprocurement Lionbridge partners now have the ability to see information on the status of their payments. Note: Please ignore payment details associated to old invoices that were submitted to Lionbridge offices outside of Ireland and the USA prior to the centralization of payments. Viewing Payment Details Once an invoice has been submitted in eprocurement, the payment information will be available under the Invoices tab. 1. While in eprocurement, click on the Invoices tab. 2. Click on Invoice(s) Submitted. 3. From the Invoices for drop-down box select the appropriate site. Note that payment details will only be available for USA and Ireland. 4. In the initial view you will have the option to filter the invoices by one of the following: a. All shows a list of all invoices submitted to that location. b. Approved shows a list of just the approved invoices submitted to that location. c. Awaiting Approval shows a list of the invoices awaiting approval which were submitted to that location. d. Paid shows a list of the invoices that have already been paid. e. Unpaid shows a list of the invoices that have not been paid yet. 5. You will see the following data point for each invoice submitted: a. Number Invoice number you entered when submitting the invoice. b. Creation Date Date the invoice was submitted. c. Comment Any comments entered on the invoice when submitted. d. Due Date Shows the date the payment is due. e. Paid Date Shows the date the wire was initiated by Lionbridge s bank. It might take a few days to reach your local receiving bank. f. Status i. Awaiting Approval flags invoices that have not been approved yet and do not have a Due date. ii. Approved flags invoices that are approved with either a Due Date or Paid Date. g. Currency Invoice currency. h. Amount Total amount of the invoice. 6. From the list of invoices, locate and select the invoice of your choice. Click on Read to see the invoice in more detail. Searching for Invoices To search for past invoices, simply go to the Search tab, enter your invoice number and click on the + (filter) sign. Queries If you have queries about how to use eprocurement after having read this document, please get acquainted with the eprocurement Online Help. You can access the eprocurement online Help on the top left corner of the eprocurement window, next to your username. Should you have further queries or problems with eprocurement, please contact our eprocurement Support Team at 6

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