epayables Vendor User Guide

Transcription

1 SUMMARY/OVERVIEW epayables is a Condé Nast initiative that will enable you to maintain your vendor profile and provide access to einvoicing; a process that will allow you to create and submit invoices and check the status electronically. The Account Security form will be displayed. 4. Select your security questions and enter your answers. REQUIREMENTS Assigned Vendor ID Username / Password Valid address Access to the Internet GETTING STARTED As a vendor, you require an invitation from Condé Nast in order to utilize epayables. The invitation will be sent to you via and will include your unique Vendor ID. IMPORTANT: Take note of your Vendor ID as it will be used for future logins. Upon completion a confirmation message is displayed. 5. Click OK. Create a Username and Password After you ve received your invitation, you ll need to set up your username and password. This allows you access to your epayables account. 1. In the invitation, click Set my password to create your Username and Password. 6. On the Vendor Profile Information form, click Complete the Registration to enter your vendor details. 2. Following the password requirements, enter a Username and Password in the appropriate fields. 3. Click Set Password. For einvoicing Questions such as einvoice Creation and Submission and einvoice Navigation issues einvoicing@condenast.com.

2 Complete Registration Details Each step you take to enter registration details provides a different set of information required for the epayables process. LOGGING INTO EPAYABLES After receiving your Registration Completed Confirmation from Condé Nast, you re ready to log into epayables. To navigate to epayables: Note: After completing each form, click Next. 1. Basic Information Provide business name, website and primary location. 2. Service and Location Enter type of business conducted with Condé Nast, Tax Entity and Tax Identification Number (TIN). 3. Address Provide main business and remittance addresses. 4. Bank Info Enter banking information. Direct Deposit is recommended, but not required. 5. Contacts Provide primary and authorizer contact information and certify the accuracy of the information that you provided. 1. Click the link provided in the confirmation . OR Go directly to the site using the epayables URL: NOTE: For easy access, bookmark the link in your browser. 2. Sign in with your Vendor ID and click Next. 6. Review/Submit Review your information. Click Submit to submit your registration details. Your registration details have been forwarded to Condé Nast for review and approval. IMPORTANT: Your registration must be approved by Condé Nast before you gain access to einvoicing. 3. Enter Password and click Sign in. If you have forgotten your Password please refer to the Helpful Hints section at the end of this document. Once your registration has been approved, you will receive a Registration Completed Confirmation . For einvoicing Questions such as einvoice Creation and Submission and einvoice Navigation issues einvoicing@condenast.com. Page 2 of 6

3 CREATING AN INVOICE You can create your invoices by utilizing the Draft Invoice option to generate or upload an invoice. Generate Invoice - If you normally rely on Microsoft Word, Excel or Adobe to create your invoices. This selection will allow you to replace your existing billing process by inputting your invoice line details directly into epayables. Upload Invoice - If you normally rely on your accounting system to create your invoices. This selection will allow you to upload your existing invoice without having to re-enter all of your invoice line details directly into epayables. NOTE: A minimum number of fields are required to be completed, regardless of the invoice option selected above. Once your invoice draft is completed it must be submitted in order to activate the Condé Nast review and approval process. 6. Select your einvoicing option, Generate Invoice or Upload Invoice. a. Generate Invoice (Enter all required Invoice Line details) b. Upload Invoice (Upload your invoice in a PDF or any image type and enter the total dollar amount of your invoice) 1. On the homepage click Draft Invoice. 7. Click Add Attachment to add receipts and/or supporting documentation. 8. Once you ve completed your Draft Invoice click Submit. Note: If you are not ready to submit at this time, you can click Save Draft to complete it at another time. 9. Once submitted, you will be prompted to choose a billing address and verify your payment details. NOTE: Fields marked with (*) are required. 2. Enter an Invoice Number and Invoice Date. NOTE: After entering your first invoice #, the application will activate auto sequencing; suggesting the next invoice number. 3. Select Bill to Company. 4. Select your Contact. (Person who requested your services) 5. Enter a Short Description to describe the services rendered. NOTE: If you do not know your Contact, select I don t know my contact. The invoice will then be routed to Customer Service for review. However, this will lengthen the invoice processing time. 10. Select your billing address, verify your payment details and then click Submit. The invoice page displays a status of submitted; initiating the workflow to Condé Nast. Condé Nast will perform a review and approval of the invoice. Invoices will either be approved, resulting in payment or rejected, resulting in revision or cancellation. NOTE: Using epayables will allow you to track the status of your invoices at any time during the workflow process. For einvoicing Questions such as einvoice Creation and Submission and einvoice Navigation issues einvoicing@condenast.com. Page 3 of 6

4 CHECKING AN INVOICE STATUS You can check the status on all of your invoices submitted to Condé Nast by utilizing the Check Invoice Status option. 1. On the homepage click Check Invoice Status. a. Enter an Invoice Number and click Search to display the status of that invoice number. b. Select a Date Range, date type (Invoice Date or Payment Date) and click Search to display the status of all invoices within that date range. c. Select an Amount Range (Min and Max amount) and click Search to display the status of several invoices within that amount range. d. Select an Invoice Status and click Search to display the results of all invoices categorized by that invoice status. HELPFUL HINTS Recovering your password At any time you have forgotten your password, please do the following to recover it: 1. Navigate to Condé Nast epayables Enter your Vendor ID and click Next. 3. Click Forgot Password. 4. Click Recover Password; an will be sent with a link to reset your password. 5. Click Set my password to create a new password. NOTE: You can search utilizing multiple criteria to minimize the display quantity of your search results. For einvoicing Questions such as einvoice Creation and Submission and einvoice Navigation issues einvoicing@condenast.com. Page 4 of 6

5 Setting Up Additional Authorized Users At any time, you can provide other users access to manage your account activities. Updating Notification Preferences At any time, you can disable some of your notifications; notifications are enabled by default. 1. Click the to right of your Account Name. 2. Select Account Settings. 1. Click the to right of your Account Name. 2. Select Account Settings. 3. Under the Notification Preferences section, uncheck ( ) any of the notifications that you do not want to receive an notification for. 3. Under the Authorized Users section, click Add Member. 4. Select the User Role that you would like to assign. a. Full Control - Access to update vendor profile details, create, submit and manage invoices b. View, edit and submit registration c. Create, submit and manage invoices 5. Enter the user s profile details a. Full Name b. Address c. Phone # (If applicable) d. Comments (If applicable) 6. Click Create Account. An with login details will be sent to the new user. For einvoicing Questions such as einvoice Creation and Submission and einvoice Navigation issues einvoicing@condenast.com. Page 5 of 6

6 VENDOR SUPPORT Still have questions or issues; send us an directly from your portal by following the steps below. 1. Click on to access the Instructions page. 2. Click on Submit a Request. a. Select your request type. b. Modify your address; if applicable. c. Enter a Subject that summarizes your request. d. Enter a Message that details your request. 3. Click Submit. NOTE: Once your request has been submitted, you will receive an on screen and confirmation. FAQS Q: Is einvoicing a requirement for doing business with Condé Nast? A: Yes. Condé Nast will be actively phasing out the processing of paper invoices to take advantage of the benefits that electronic invoicing provides. Q: Are there fees associated with the use of epayables? A: No. To use epayables is free. Q: What happens if I still send paper invoices? A: Paper invoices sent to Condé Nast prior to the completion of your registration process will still be accepted and handled via the old invoice approval and payment process. However, once you have registered through epayables, you will be required to cease sending paper invoices and submit all of your invoices electronically through epayables. Q: How do I update my remittance address or bank account information? A: Under the Registration Details option, click Edit Registration Form to edit any vendor profile sections that have changed. Note: You will receive an communication when these changes have been completed by Condé Nast. Q: When will my invoice be paid? A: Payment of your invoices will occur following the completion of the Condé Nast invoice approval process. Your payment date is calculated according to your Condé Nast payment terms. Note: You will receive an notification when your invoice has been Approved for Payment. For einvoicing Questions such as einvoice Creation and Submission and einvoice Navigation issues einvoicing@condenast.com. Page 6 of 6