Basware Supplier Portal

Transcription

1 for Customers (February 2012) Process Overview Basware Supplier Portal integrates customer organizations to a selected supplier with a real time connection. Supplier Portal is used together with customer s procurement or invoice processing systems (for example Basware Purchase Management and Basware Invoice Processing). Basware Supplier Portal does not require any customer specific tailoring. The customer offers Supplier Portal service to selected suppliers, and has the authority, and power to administrate the system. Depending on whether the customer uses procurement or invoice processing systems, Basware Supplier Portal gives the suppliers an access to their order or invoice information. If the customer uses both systems, the suppliers can both view their invoices, receive orders in electronic format, create catalogs, add products, and send electronic invoices to customers. Figure 1: Basware Supplier Portal System Copyright Basware Corporation. All rights reserved. 1

2 Managing Administrator Functions Editing Company Information Location: Administration > Company Profile page You can modify the company information for the selected company in the tree hierarchy. 1. You can modify the following company information: Field Company code Company name E mail Country Sales Tax number Trade registry number Street Postal code City State / Province Telephone Site einvoicing address Language Allow automatic activation of Tendering Share capital Place of registration Description Enter the official company code. Event notifications related to customer registration and business documents are sent to this e mail address. Enter appropriate code according to your country settings: VAT ID / DUNS / EAN / ABN / Sales tax number. In some countries the Sales Tax number may be included in the company code. Company website address Enter your company s official language here. The language selected here will determine the date format, currency settings, and other localization aspects of the application. This selection does not affect the user interface language, however. The user interface language is defined in each user s profile. Select the Allow automatic activation of Tendering check box if you want to activate the Tendering module automatically 2. To save company information, click in the toolbar. Copyright Basware Corporation. All rights reserved. 2

3 Managing Users Adding Users Location: Administration > Users page 1. From the tree hierarchy, select the organization where you want to add users to. 2. Click in the toolbar. The User Information page opens. 3. Enter the following user information: Mandatory fields are marked with an asterisk (*). First name Last name E mail Telephone Street Postal code City Country Select the country settings that affect for example how date, time, and decimals are displayed for the user. User name Language: Select the user interface language, and the language in which you want the user to receive e mails and other system messages. 4. To give the user administration rights, select the Administration check box. 5. To save the user information, click. An e mail with user name and automatically generated password is sent to user. Copyright Basware Corporation. All rights reserved. 3

4 Changing and Resetting Passwords If you do not remember your password and cannot login to Supplier Portal, you can reset it on the Login page, and receive a new password via e mail. Only administrators can reset and change other users passwords. To change your password: Location: Administration > Users page > Password tab 1. Enter your old password in the Old password field. 2. Enter the new password in the New password field. Password must contain letters and special characters (such as! # %&/()=? ), in total a minimum of 8 characters. 3. Enter the new password in the Confirm password field. 4. To save the change, click. To reset passwords for other users: Location: Administration > Users page 1. In the Users list, select the user whose password must be reset. 2. Click in the toolbar. The system generates a password for the user and sends it via e mail. The user is asked to change the password on the next login. Copyright Basware Corporation. All rights reserved. 4

5 Managing Suppliers On the Suppliers page, you can view all active suppliers and supplier candidates, and invite registered and non registered suppliers to use Supplier Portal. You can approve and activate supplier candidates as your company s suppliers in Supplier Portal. You can also customize the invoice template that the suppliers use by defining which invoice fields the suppliers will see, which fields they must fill in and which order the invoice fields are displayed in. Activating Suppliers Location: Administration > Suppliers page 1. To view all suppliers waiting for activation, select Waiting for activation from the Status drop down list, and click in the toolbar. 2. Click on the appropriate supplier row. The supplier details are displayed on the Supplier Information pane. 3. Check that the supplier is legitimate and that you want to establish a connection with this supplier. 4. Enter the customer specific supplier ID in the Customer specific supplier ID field. This ID is required for transaction between customer and supplier. If Basware Purchase Management is in use, the party identification number from PM must be copied in Customer specific supplier ID field. Only then the orders are transferred from PM to SP. If other procurement systems are in use, the ID number must be copied from supplier s system. 5. Below Modules, select the modules that you wish to activate for this supplier. Depending on the system settings, if you have not purchased all modules, some of the modules may be inactivated. 6. Click to activate the connection to this supplier. The supplier will receive an e mail with the activation information. Rejecting Suppliers Location: Administration > Suppliers page 1. To find the supplier you wish to reject, select the appropriate search criteria, and click in the toolbar. 2. Click the appropriate supplier row. The supplier details are displayed on the Supplier Information pane. 3. Check that you really do not want to establish a connection with this supplier. 4. Click to reject the connection. An e mail notification about the rejection is sent to the supplier. Inviting Registered Suppliers Location: Administration > Suppliers page 1. To view all registered suppliers, select Registered from the Status drop down list and click in the toolbar. 2. Click the appropriate supplier row. The supplier details are displayed on the Supplier Information pane. 3. Select the customer you want to activate the supplier for in the information pane on the right hand side. 4. Select the modules that you want to activate for the supplier. 5. Click to activate the connection to this supplier. The supplier will receive an e mail with the activation information. Copyright Basware Corporation. All rights reserved. 5

6 Inviting Non registered Suppliers Location: Download > Templates and Administration > Supplier Invitations pages Non registered suppliers are suppliers who are using Supplier Portal, but have not registered for your organization. On the Supplier Invitations page, you can invite them to register as your supplier. 1. On the Download > Templates page, click next to the supplier invitations template. The file download dialog box opens. 2. Either open the file directly or save it to your local disk as an Excel file. 3. Fill in the template. E mail is a mandatory field. 4. Save the template on your computer. 5. To upload the template file, click Upload on the Administration > Supplier Invitations page, browse to the file, and select the file. 6. Click OK. A list of suppliers is displayed in the grid. 7. Select the supplier that you want to invite. The row is marked as green. 8. To select from which company you want to send the invitation: a. Click next to the Invited for customer(s) field. The Select Customer(s) dialog box opens. b. Select the customers and click OK. 9. If you want to include your own comments, type them into the Send with comments field. 10. To send the invitation, click. You can track the status of the supplier s response on the right hand side information pane by selecting the invited supplier. Configuring an Invoice Template for All Suppliers Location: Administration > Company Profile page 1. In the Company Information panel, select Invoice Template Configuration tab. 2. From the Invoice Type drop down list, select the invoice type you want to modify. 3. In the Invoice Header Fields panel, configure the properties of the fields: Data Field: Name of the field. This field is defined in Supplier Portal and cannot be changed. Visible: Check to make the field visible. Read only: Check to prevent the user from changing the contents of the field. Mandatory: Check to define the field as mandatory. The user must always fill in mandatory fields. Position: Defines the position of the field. Field with position value of 1 appears first on the template. 4. In the Invoice Line Fields panel, configure the fields that appear on the invoice line level. Invoice line fields use the same properties as invoice header fields. 5. Click to save any changes you have made to the invoice template. 6. Click Apply New Template to publish the changes to all suppliers. Copyright Basware Corporation. All rights reserved. 6

7 Configuring an Invoice Template for Single Supplier Location: Administration > Suppliers page 1. Click. A list of all your suppliers will be displayed under Search Results. To limit the number of search result, 2. Select the customer, whose invoice template you want to modify. 3. In the Supplier Information panel, select Invoice Template Configuration tab. 4. From the Invoice Type drop down list, select the invoice type you want to modify. 5. In the Invoice Header Fields panel, configure the properties of the fields: Data Field: Name of the field. This field is defined in Supplier Portal and cannot be changed. Visible: Check to make the field visible. Read only: Check to prevent the user from changing the contents of the field. Mandatory: Check to define the field as mandatory. The user must always fill in mandatory fields. Position: Defines the position of the field. Field with position value of 1 appears first on the template. 6. In the Invoice Line Fields panel, configure the fields that appear on the invoice line level. Invoice line fields use the same properties as invoice header fields. 7. Click to save any changes you have made to the invoice template. 8. Click Apply New Template to publish the changes to the selected supplier. Activating price and quantity restrictions for all suppliers Location: Administration > Company profile By activating price and quantity restrictions, you can allow suppliers to ship a different number of products or products with a different value than was originally ordered. The tolerance percentage, set when the restrictions are activated, defines how much the price and quantity can differ from values used in the original order. 1. In the Supplier Information panel, select Settings tab. 2. Define the restrictions that you want to enable: a. To enable price restriction, tick the Enable price restriction check box. To define how much the total sum can differ from the original order, enter a percentage in the Allowed price tolerance (%) text box. b. To enable quantity restriction, tick the Enable quantity restriction check box. To define how much the amount of items can differ from the original order, enter a percentage in the Allowed quantity tolerance (%) text box. 3. Click to save the changes. Copyright Basware Corporation. All rights reserved. 7

8 Activating price and quantity restrictions for a single supplier Location: Administration > Suppliers By activating price and quantity restrictions, you can allow suppliers to ship a different number of products or products with a different value than was originally ordered. The tolerance percentage, set when the restrictions are activated, defines how much the price and quantity can differ from values used in the original order. 1. Click. A list of all your suppliers will be displayed under Search Results. You can use search terms to limit the number of search results. 2. Select the supplier to whom you want to enable price and/or quantity restrictions. 3. In the Supplier Information panel, select Settings tab. 4. Define the restrictions that you want to enable: a. To enable price restriction, tick the Enable price restriction check box. To define how much the total sum can differ from the original order, enter a percentage in the Allowed price tolerance (%) text box. b. To enable quantity restriction, tick the Enable quantity restriction check box. To define how much the amount of items can differ from the original order, enter a percentage in the Allowed quantity tolerance (%) text box. 5. Click to save the changes. Copyright Basware Corporation. All rights reserved. 8

9 Downloading User Guides Location: Downloads > User Guides page You can download Supplier Portal user guides in PDF format to your computer. To download a guide, click next to the file name. The guide opens in Adobe Reader. Copyright Basware Corporation. All rights reserved. 9

10 Contact Information If you cannot find the information you are looking for in this document, please contact the Basware HelpDesk. The HelpDesk personnel will assist you in using the application and send all suggestions for improvement related to the applications or documentation to the supplier of the system. To find the contact information of your local Basware HelpDesk, visit our website Copyright Basware Corporation. All rights reserved. 10