Spend Management Vendor Training Guide

Transcription

1 Prior to being able to access the Spend Management system, you must have registered with LowesLink to obtain a digital certificate for your computer. If you have not yet registered with LowesLink, please contact procurement@lowes.com for instructions. You will need a specific Program Code in order to complete registration. This reference guide is meant to walk a vendor user through the Spend Management system displaying all of the current functionality offered to vendors. This is a comprehensive guide of all functionality; if you only need assistance with a specific section of the system please refer to the Table of Contents below. Each section in the Table of Contents is a hyperlink to that section. Table of Contents Topic Details Page(s) Logging Into LowesLink Log into LowesLink Page 2 Spend Management Login Page Login page Page 3 Review Purchase Orders Review Order Details Page 4 to 5 Review Change Requests Review PO Changes Page 6 Acknowledge PO (POA) POA Pages 7 to 8 Advanced Ship Notice (ASN) ASN Pages 8 to 9 Supplier Agreement Accept Supplier Agreement Page 9 (allows access to create invoices) Self-Service Invoice (SSI) Submitting Invoices Pages 10 to 12 Review Invoices/Payments Invoice/Payment tracking Pages 12 to 14 Maintain Address Information Review/Edit Supplier Address Info Page 15 Icon Key Details Used to download page contents to Excel Used to search for field input Use to select dates for search criteria This selection allows the user to move column headers and re-order data March 1, 2012 Page 1

2 Logging into LowesLink 1. Go to 2. Click on Login to LowesLink 3. On the next page, click on Login with your new self-managed certificate link 4. If the Security Alert window pops up click OK or if the Security Warning window pops up select NO to show all delivered content 5. It may take several seconds for the Certificate window to open, when the window opens select your certificate and click OK 6. When the next page opens click on Spend Management US a. If you do not see Spend Management US under ECommerce please contact to have it added b. If you receive a User Authentication Error message you will need to contact LowesLink directly for support (lowes.link@lowes.com or ) March 1, 2012 Page 2

3 Spend Management Login 7. The Spend Management system is available Mon thru Sat and all times are EST. 8. You should have received your User ID and Password from Lowe s Procurement - procurement@lowes.com 9. The Click here if you forgot your password function is not available until you have setup your recover question Password Help Setup 10. Navigate to: My System Profile option 11. On the General Profile Information page, select the Change or set up forgotten password help link a. On this page you can also verify/change your address and change your password if needed 12. You will be asked to select a question and input a response a. Once you click OK the password help function will be available March 1, 2012 Page 3

4 Review Purchase Orders 13. Navigate to: Manage Orders 14. Select the Purchase Orders option to review PO s and Change requests that have been submitted for your company a. After being fully on-boarded to the system, you will receive a PO confirmation automatically upon dispatch containing a PDF copy of the PO 15. In order to find PO s that have been issued for your company, you will need to either search for the exact PO number or search using a date range a. If you are searching for an individual PO, it is best to input the PO number in both the From & To fields then delete the dates b. The search criteria will search by all fields entered. If a PO and dates are entered but the PO does not fall within those dates then nothing will be returned 16. After clicking the Search button, you will be taken to the Purchase Orders List page 17. PO s can be viewed by clicking the PO link (left) or the View PDF button (right) a. The PO number hyperlink will take you to the Purchase Order Details page to view line details b. The grid icon next to the page number buttons on any page will download the information showing into an excel spreadsheet March 1, 2012 Page 4

5 18. The Purchase Order Details page will display line information for each line. a. Each PO can have a maximum of 300 lines 19. On this page, you can click on the blue line number to see the Purchase Order Schedule and also any line comments entered by the requestor. a. Also on this page, any invoices that have been entered on this PO will be visible under the Invoice List section 20. PO s will always need to be checked for comments at the line level. Comments can range from order instructions to attachments from the requestor a. You will notice there are comments at the line level if the comment bubble is filled in with blue lines 21. There is also the ability to view multiple PO s together in a downloadable format. 22. Select the desired PO s using the checkbox to the left of each PO, then click the View PO s in Downloadable Format button 23. The selected PO s will be displayed as follows. You are able to customize the column headers and rearrange the data through the Customize option a. This will allow you to move the more important data to the front, hide data if necessary and freeze data to always be in the same spot b. Any customization specifications will be specific to your account and not affect any other users c. Again, the grid icon to download the information showing into an excel spreadsheet March 1, 2012 Page 5

6 PO Change Orders 24. PO Changes will be dispatched via once the appropriate approvals are granted a. A change order is not able to be created to add lines to a current PO - this would require a new PO be created 25. Navigate to: Manage Orders Purchase Orders and search for the specific PO 26. A Change Order will be shown under the Status column Change Order - # to display a change order has been created and the sequence 27. Click on the PO number link to view the changes to the PO lines 28. The option to View PO Changes will be available next to the line that was altered 29. The next screen will display the what was changed on the PO for the specific line a. A change can range from cancellations of lines or entire orders, new due dates, new quantities, new pricing, new ship to location, or new item description March 1, 2012 Page 6

7 Acknowledging Purchase Orders (only required for product vendors) **For product vendors, the acknowledgement states to the requestor that you have received their PO and intend to fulfill the order based on the details submitted. 30. Navigate to: Manage Orders Acknowledge Purchase Orders 31. Search for the needed PO using the PO number or specific date range 32. Your search results will only show PO s that have not been acknowledged yet 33. Select the PO number link to view the line details and submit the acknowledgement 34. The Acknowledgement Summary will only detail the line description, quantity, and UOM for each line. 35. Click the Line number link to view the Acknowledgement details for Due Date & Quantity, Price, and Ship To a. You are also able to reject the entire PO if needed through the Reject All button March 1, 2012 Page 7

8 36. The line Description, Acknowledge Due Date, Acknowledge Quantity, and Acknowledge Price are able to be changed and submitted to the buyer for approval a. The Ship To location is not able to be changed b. You are also able to reject the line if needed through the Reject Item button c. To view multiple lines at once, click the View All option i. If there are more than 100 lines this will say View Once the PO has been reviewed and any needed changes made, click the Save & Send Acknowledgement button 38. This will send a message to buyer. We also ask that you contact your buyer to notify them of the changes made Advanced Shipment Notice (only required for product vendors) **The ASN is where all shipping/tracking details are submitted in Spend Management. For Archway pass through vendors, please consult with the Display Management team concerning the Archway PO Tracking data 39. Navigate to: Manage Orders Purchase Orders 40. Search for the needed PO using the PO number or specific date range 41. Click the yellow Create ASN button on the right hand side for the desired PO 42. Remove the To Date that is automatically inserted March 1, 2012 Page 8

9 43. Select the lines that you will need to submit the ASN for at this time through the check box(s) on the right hand side 44. Click the Include/View ASN button 45. Input the information needed for the Advanced Shipment Notice 46. This information would include: a. Tracking Number (Ship No: field) b. Ship Via (use magnifying glass lookup) c. Ship & Arrival dates d. Quantities shipped e. etc. 47. All fields do not need to be populated. 48. Once the needed information is input for the selected lines, click the Submit ASN button a. It is Lowe s policy to have ASN s submitted within 24 hours of shipping 49. Click Yes on the succeeding pop up messages Supplier Agreement (this only needs to be done once by any vendor user for your company) **This step must be completed in order to submit an invoice for payment via the Self- Service Invoice process in esettlements. 50. Navigate to: esettlements Supplier Information Review Agreement Details 51. On the Inquiry page, click the Search button and the click the EXP01 link to access the agreement 52. On the next page, click the Accept Agreement button. This will automatically send an instructing a member of the Procurement staff to accept on the behalf of Lowe s S li March 1, 2012 Page 9

10 Self-Service Invoicing 53. Navigate to: esettlements Self- Service Invoice 54. The Delete Invoice and Correct Invoice functions do not work. If you have made a mistake on an invoice and need it addressed you will need to contact your buyer or Lowe s Procurement 55. Select Create Invoice from the Invoice Actions page 56. Select the magnifying glass next to the buyer field to select the buyer (this must be done in order to submit an invoice for payment) a. If EXP01 - Lowe s Companies Inc is not available please refer to the Supplier Agreement section 57. Input your company s unique invoice ID a. Lowe s does not set any standards for the Invoice ID. The system does have a 10 character limit on this field 58. Note that the Invoice Date field will autopopulate the current date. Lowe s policy allows for a back date of up to 7 business days Lowe s Blvd Mooresville, NC Once these 3 fields are populated, click the Copy from a Purchase Order button a. All PO s must be tied to an Invoice. The system does not support any manual invoice entry. March 1, 2012 Page 10

11 60. On the search page you can search a few different ways: a. PO Unit - this is the business unit within Lowe s that has created the order - Ex. FIN01 i. This will display all PO s that are open for billing under this PO unit b. PO Unit & PO Number this will find only the PO identified - Ex. FIN c. Date option this will display all PO s within the date range input open for billing 61. Once you have input the search criteria, click the Search button 62. If no search results are found, refine your search criteria 63. Select the desired PO from the search results: a. Select the check box to the left of the PO number to copy the full PO b. Click the blue PO number link to show the PO lines and select individual lines to copy to the invoice c. Please do not select multiple PO s to submit against, if there is an issue with the created voucher the entire invoice will be deleted 64. Once the desired PO or PO lines have been selected, click the Copy to PO button 65. Back on the Invoice Entry screen, you still have the ability to delete lines that do not need to be invoiced for at this time using the - box on the right side of each line a. Do not simply reduce the Quantity and/or Unit Price to 0 as this will cause the invoice to fail b. If a line is deleted or a quantity reduced to partial bill you will need to click the green refresh button next to the Total Amount field 66. Note that there may be several pages of lines to the PO copied and option to view all or view 100 March 1, 2012 Page 11

12 67. If you are not charging Sales Tax for this order, click the Additional Information tab and deselect the Tax? box a. If you attempt to submit an invoice with no tax information and the Tax? box check you will receive an error message 68. Please do not edit the line item Description field, enter anything into the Item ID field, or use the Add a New Invoice Line button. These will all cause the invoice to fail as it will not match the PO or receipt 69. If all of the information is correct, click the Save and Submit button a. A pop-up window will appear to ensure you do wish to submit the invoice at this time Invoice/Payment Tracking 70. Navigate to: Review Payment Information a. Invoices review details on invoices that have yet to be paid. Search criteria based on Invoice ID and/or date ranges b. Payments invoices that have already been paid. Search criteria based on Reference No (check number) or Invoice ID and/or date range c. Account Balance display all outstanding invoices with no search criteria 71. Click the Invoices option 72. On the search page, enter the Invoice number to research or search by date range. a. Do not use the Item ID or Vendor Item ID fields 73. Click the Search button March 1, 2012 Page 12

13 74. The Invoice(s) will show based on your search criteria. From here you can click on each Invoice Number link to view the Invoice Details a. You can click on the Excel icon to download the information shown to Excel 75. If on the Invoice Details page, the Approval Status shows Matching Exception you will need to contact your buyer or Procurement for assistance in resolving the issue a. Matching Exceptions can range from no receipts, incomplete receipts, duplicate invoices, etc. 76. The Payments options under Review Payment Information will provide similar information for invoices that have paid. 77. In this search criteria, you can search by the payment reference number (check number), your invoice number, or a date range 78. Enter the criteria and click the Search button 79. The payment(s) will show based on your search criteria. From here you can click on each Reference link to see the Payment Details a. Note that one payment reference number may encompass several invoices b. You can click on the Excel icon to download the information shown to Excel March 1, 2012 Page 13

14 80. The Account Balances option will not have any search criteria. This option will show all invoices to be paid along with a total due to your company 81. Click the Invoice Number link to see the Invoice Details Supplier Dashboard 82. Navigate to: esettlements Supplier Dashboard 83. The Supplier Dashboard automatically generates a General Summary table of all Invoice Balances, Past Due balances, and any Disputes (these are not matching exceptions) 84. The Gross Amount numbers are links to a Receivables Aging Balance a. From the Receivables Aging Balance, you can click on the amounts under each category to see the invoices involved March 1, 2012 Page 14

15 Maintain Supplier Information 85. Navigate to: Maintain Supplier Information Addresses 86. This page will list all of the addresses that Lowe s has as part of your expense vendor profile. 87. You do not have the ability to Edit or Delete the Remit address. If there are any issues with this address, please contact your buyer or Lowe s Procurement 88. You can edit your Order address 89. This address contains the ID field. This field contains the address that the PO confirmation/dispatch s are sent to a. The ID field can contain up to 60 characters i. With this character limit you are able to enter multiple addresses b. Any changes made to this page are effective immediately March 1, 2012 Page 15