Draexlmaier Group. Training document for suppliers DRAEXLMAIER Supplier Portal

Transcription

1 Draexlmaier Group Training document for suppliers DRAEXLMAIER Supplier Portal Version July 2016

2 Table of contents Registration as new supplier... 3 Supplier registration... 3 User registration... 4 Meaning of the roles supplier s administrator and supplier s user... 6 Activate employees... 8 Change your password... 9 Find an employee Create an employee/contact Company data Attachments Certificates Own data Attachments Supplier evaluation download Access to the system esourcing Access to the system Demand Viewer Seite 2 von 21

3 Registration as new supplier To access the Supplier Portal from the DRAEXLMAIER Group, you have to go through a two-step registration process. These two steps are the supplier registration and the user registration. Supplier registration In the first step, please register as a supplier via following link: The page appears as follows Seite 3 von 21

4 Please enter your data on this page, mandatory fields are marked with a red *. Please note that you must enter the address, which the company s tax ID relates. So that your supplier registration gets to the responsible buyer quickly, please select one or more product categories, which you can deliver. Finally, you have to accept our terms of use and then you can send your supplier registration. The message appears at follows The responsible buyer at Draexlmaier now receives your supplier registration for processing; this can take some time. He/She decides after careful examination, whether the supplier registration will be approved or rejected. If the supplier registration is approved: You will be informed about the approval of your supplier registration by and you will be receiving your access data to the user registration. For security reasons you will receive your user name and your password in two separate s. In addition you will be asked to complete your data in the user registration, as well as to fill out our template for the non-disclosure agreement, to sign it and to send it to us by post. If the supplier registration is rejected: If the supplier registration is rejected by the responsible buyer, you will be also informed by . User registration To access the Supplier Portal, you have to register once as user. Therefore you need your user name, which you have received in the info- , as well as the system generated password from the separate . You will be forwarded to the user registration of the Supplier Portal: 1. Start the browser, e.g. the Microsoft Internet Explorer 2. Enter the following address to the user registration in the address bar. You can also click on the link for the user registration, which you have received in the . The browser starts and this page is displayed. Seite 4 von 21

5 This is how you log in: 1. Enter your user name. 2. Enter your password. A distinction is made between upper- and lower case. 3. Select your language. 4. Click on Log on (yellow button). You will be forwarded to the user registration page and asked to assign a new password. 1. Type in a new password in the password field (at least 8 digits), then type it again in the confirm password field. 2. Select date format, decimal format as well as your time zone under formats and settings. 3. Accept our terms of use and click on create. You will see the following message: Please remember that - log in is not possible until 10 minutes after the finished user registration. If you try to log in earlier, the error message "There is no part assigned for the portal" appears. - a singular user registration is enough to activate your account. As soon as you have executed the registration, the link is not relevant for you anymore. Seite 5 von 21

6 Meaning of the roles supplier s administrator and supplier s user Supplier s administrator (administrator of supplier's master data and colleagues): The main contact person of your company for the Draexlmaier Group is in the role of supplier s administrator This includes among other things: - Creating new users for employees (supplier s users as well as supplier s administrators) - Processing on existing employees and assigning systems to them (e.g. esourcing) - Processing on company data as well as their own data - Assigning rights of systems (e.g. "esourcing") If the main contact person in your company has changed, you are able to transfer the role supplier s administrator to your colleague who is responsible from now on. Proceed as follows: 1. Select the respective person under list of employees and click on edit. 2. Assign the role of Administrator to the person by checking the Manager of supplier master data and employees. 3. Click on save. It is possible that more than one employee owns the role "administrator of supplier's master data and colleagues". Screenshots to steps 1-3: 1. Select the respective person under find user and click on edit. Seite 6 von 21

7 2./3. Assign the role "Administrator" to the person. Click on "save". The following message appears: Supplier s user: The supplier s user is only authorized to modify thier own data. The supplier s user receives the authorization to access to the system, once the system was assigned to him by supplier s administrator. Access to esourcing: To get access to the system esourcing, you have to check the box for the role esourcing for the employee and administrator. Save changes. Again, wait 15 minutes before logging in to have access to esourcing. You can find it as a separate tab in DRAEXLMAIER supplier portal. See previous screen. Login to DRAEXLMAIER SupplierPortal After this one-time registration process you will have the possibility to log in to the Supplier Portal with your address and your changed password via If you click on "Login" about 15 minutes later, you will go to the start page of the Supplier Portal. Seite 7 von 21

8 Please remember that you always have to log in with the address which is deposited in the menu "Search employees". If you are not sure about the correctness of your address, please contact your administrator who can look that up. If your address is wrong, please contact your administrator to change that. Activate employees When the new Supplier Portal starts, the supplier s administrator from your company has to activate the employees, who already exist (see menu item list of employees ). Please select the employee from the list of employees. All not yet activated employees can be recognized by a missing user name (LIEF ). Click on "edit". Seite 8 von 21

9 Fill in all necessary data, mandatory fields are marked with a red * and click on "save". Change your password The supplier s administrators can directly change their password under own data. If you as supplier s administrator have forgotten your password, please contact our support ( ). 1. Go to own data 2. Please enter the new password and confirm the password by enter it again. 3. Click on Save. Seite 9 von 21

10 For all other contacts/employees that do not have Administrative rights: If the password needs to be reset or should be assign new, contacts/employees of the company can request directly a new password by the supplier s administrator. Click on edit: Please enter the new password and confirm the password by enter it again. Click on save. Seite 10 von 21

11 Find an employee All registered contact persons of your company are listed here. The supplier s administrator is able to process the employee data as follows. 1. Select the respective person and click on edit. 2. You can change all details of the contact person, extend or restrict the authorizations by modification of the roles as well as activate or deactivate the notification service. 3. You can switch to the display mode via the field display, without making any changes. 4. To save the change, confirm it with your password and click on save. The following message appears: Seite 11 von 21

12 Create an employee/contact The supplier s administrator is authorized to create new users in the Supplier Portal. 1. Select in the menu create employee and enter all necessary details of the contact person. Mandatory fields are marked with a red *. 2. Accept the terms of use (on behalf of the new contact person) and click on create. 3. You will find the new created employee now in the list of employees at find user. Screenshot to points 1-3: The creation of a new employee has to be approved by DRAEXLMAIER. The supplier's administrator will be informed about approval or denial by . After approval the account of the new employee has to be activated (see "activate employees"). Therefore you have to define a password for that employee and assign the needed roles. As soon as you click on "save", the new employee receives a username. Now, the employee can log in on the DRAEXLMAIER supplier portal by himself. Logging in works with the e- mail address of the employee and the password you defined. Your responsible buyer of Draexlmaier Group is, in exceptional cases, also able to create a new employee for you. Your supplier s administrator will receive a message about the creation. To do that you have to activate the account as described above. Seite 12 von 21

13 Company data Depending on the assigned role you are able to read, edit and add the company data. After your registration you will be asked per to complete your data. Please enter among other things your bank- and tax data as follows and send us the completely filled and signed non-disclosure agreement, if not currently on file. 1. Click on edit. 2. Select new line under bank- and tax data 3. Complete your bank- and tax data 4. Edit / complete other data, if necessary 5. You can switch to the display mode via the field display, without making any changes. 6. To save the change, click on save Seite 13 von 21

14 The following message appears: You can download the non-disclosure agreement on our homepage via the following link at any time: Remarks: Please do not type in any blanks when inserting IBAN and tax number. If you are not able to enter the name of your bank, please contact the support ( to: DRX- Maybe your bank has not been put in our system so far. Attachments Under this menu item you can upload documents into the Portal. 1. Enter a description of the attachment 2. Click on search 3. Select a document per double click, which you want to upload. 4. Please note that the maximum size of the attachments is limited to 5 MB. 5. Click on add attachments. The following message appears: Documents can also be deleted. Seite 14 von 21

15 Certificates Here you can review and display the certificates that have been provided by your company. If uploading certificates is enabled, you can do the following: You can upload new certificates requested by the purchasing company. You can upload updates for certificates that have expired or will expire soon. The status of certificates regarding their expiration is displayed in a traffic light scheme. If a mandatory certificate is completely missing, you are alerted by a red traffic light. Certificates that have not yet been approved by the purchaser responsible are displayed in status Pending Approval. The colors have the following meanings: Red: A certificate that has been marked as mandatory for the related purchasing category has expired or is missing. Yellow: The certificate is pending approval by the purchaser responsible on the buy side of SAP Supplier Lifecycle Management, or it expires in less than 30 days. Green: The certificate expires in more than 30 days. Gray: A certificate that has been marked as optional for the related purchasing category is missing. Certificates that have not yet been approved by the purchaser responsible are displayed in status Pending Approval. Seite 15 von 21

16 Necessary certificate types are shown: Notes: Optional Certificate: if available, please add the certificate Mandatory Certificate: you have to upload a mandatory certificate Upload certificates (*-fields are mandatory fields): 1. Enter the Certificate Name, Issued by and Valid to. 2. Optional: Enter a Comment 3. Enter a description of the file 4. Click on search 5. Select a document per double click, which you want to upload. 6. Please note that the maximum size of the attachments is limited to 5 MB. 7. Click on Upload Certificate. The following message appears: Seite 16 von 21

17 Own data The supplier s administrator is able to view and edit his own data as follows. 1. You can change all details of the contact person as well as activate or deactivate the notification service. 2. Only the supplier s administrator is authorized to restrict or extend roles. 3. You can switch to the display mode via the field display, without making any changes. 4. To save the change, confirm it with your password and click on save. The following message appears: Seite 17 von 21

18 Attachments Under this menu item you can upload documents into the Portal. 8. Enter a description of the attachment 9. Click on search 10. Select a document per double click, which you want to upload. 11. Please note that the maximum size of the attachments is limited to 5 MB. 12. Click on add attachments. The following message appears: Documents can also be deleted. Seite 18 von 21

19 Supplier evaluation download To be able to download the supplier evaluation please login at the supplier portal. To login please use your and password. Then select in the header "SLC" or below the link "Supplier Lifecycle Management Tool (SLC)" Seite 19 von 21

20 After the successful login you will find on the left hand side the button "Attachments". Please double click on the "Dateiname" and the supplier evaluation download will start. Seite 20 von 21

21 Access to the system esourcing If authorized, you can call up the esourcing-system via the tab esourcing. Please note: The previous login for esourcing doesn t work anymore. From now on you always have to log in the DRAEXLMAIER supplier portal to use esourcing. That also holds for your employees. If the access doesn't work, please contact the support (mailto:drx-supplierportal@draexlmaier.de). Maybe DRAEXLMAIER has to deposit the new user name (previous user name: Kobler4613 / new user name: LIEF ). Access to the system Demand Viewer If you need access to the Demand Viewer, please contact the support (mailto:drx- SupplierPortal@draexlmaier.de). If authorized, you can call up the Demand Viewer-system via the tab Demand Viewer. Please note: The previous login for Demand Viewer doesn t work anymore. Seite 21 von 21