Internal User Guide. AECsoft USA, Inc 1776 Yorktown Ste 435 Houston, TX

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1 AECsoft USA, Inc 1776 Yorktown Ste 435 Houston, TX

2 Table of Contents Internal User Guide Outlook... 3 Supplier... 4 Search Supplier... 4 Simple Search... 4 Advanced Search... 4 Dynamic Search... 5 Managing Suppliers... 6 Invite New Supplier... 7 Browse by Products / Services... 7 Group Management... 8 Download Template Batch to Suppliers Batch to Groups Refer Supplier to Register Batch to Users Template General Update Profile Change Password AECsoft USA, Inc. Confidential Page 2

3 OUTLOOK Today s Outlook is an overview of all of the suppliers in the system. Suppliers are organized into different categories and displayed as shortcuts here. Clicking on the number next to the category title will display the list of profiles of all of the suppliers that are grouped under each category. AECsoft USA, Inc. Confidential Page 3

4 SUPPLIER Search Supplier Simple Search A simple search will allow you to search for suppliers using their company information. You can perform a simple search by entering any of the known criteria and clicking. Advanced Search An advanced search allows you to search by the company information, as provided in the simple search criteria, along with diversity information and products/services AECsoft USA, Inc. Confidential Page 4

5 information. To perform an advanced search, click on the Advanced Search tab on the search supplier screen. Enter any of the known criteria and click. Dynamic Search A dynamic search allows you to perform a search using query conditions. To perform a dynamic search, click on the Dynamic Search tab on the search supplier screen. To create a query condition, enter the search criteria and click. Your query condition will be displayed above the search fields. Once you have added all of your query conditions, click. The picture above displays what your search results will look like. The number circled in red on the left is the total number of suppliers that meet your search criteria. If you did not enter any search criteria, this number displays the total number of suppliers in the system. You can sort your search results by the company name, status, federal tax ID, SAP ID, user name, date last updated, or by who updated the profile by clicking on the underlined title of the column. Click on the company name to view the profile of the company. AECsoft USA, Inc. Confidential Page 5

6 Managing Suppliers Each supplier listed in the database will have their own Action drop down menu listed under the column labeled Manage on the search results screen. You can manage the supplier s profile by using the following functions from the Action menu: Action View Company Profile Reset Supplier s Password Unlock Supplier s Password View Comments Definition Use this link to view the supplier s Company Profile. Use this link to reset the supplier s password. The supplier will receive an notification with a new password. For suppliers to receive a reminder of their current password, ask them to use the password reminder function on the supplier login page. Use this link to unlock a supplier s password. A supplier s password will be locked when they try unsuccessfully to login numerous times. Use this link to submit comments about the supplier and leave them for other users to view. AECsoft USA, Inc. Confidential Page 6

7 Invite New Supplier A user can invite suppliers to register by clicking on the search results screen. This will bring up a pop up box where you can enter the Company Name and the Invitee address. Before inviting a new supplier, please always perform a search for the company using the supplier s company name to ensure that you are not creating a duplicate entry. After you invite the supplier, the invitee will receive a Shire invitation asking them to login and modify their supplier registration form. Browse by Products / Services The Browse By Products/Services function allows you to view suppliers according to the category that they are listed under. Click the category title that you are interested in viewing. This will bring up a list of all of the suppliers that are listed under that category. Click the Company Name to view the company profile. Click Manage Supplier to go to the company s profile where you may access all of the Manage functions from the Action menu. AECsoft USA, Inc. Confidential Page 7

8 Group Management Group Management allows you to create groups of suppliers for organizational purposes. You may create a new group by clicking, entering the Group Name and Description, and clicking. After you create a new group, click Select and a pop up box with the Search functions will appear. Type in the criteria to search for all of the suppliers you would like to include in your group. Select the suppliers you want to include in the group and click. You may remove suppliers from the group by clicking Select on the Group Management screen, selecting the suppliers you wish to remove and clicking. You will be able to use the groups you create to send out mass s to specific groups of suppliers (this will be further discussed later in the user guide). AECsoft USA, Inc. Confidential Page 8

9 Download Template After performing a search for suppliers, you can export all of the supplier s data into Excel format. The Supplier Download Template allows you to adjust the fields you would like to see in the exported file. Select the fields you want to see in the report and click to submit your changes. Please note that you must select and save the fields you wish to view from the Download template before you will be able to export supplier information for the first time. You may export the supplier s data by clicking search results page. on the AECsoft USA, Inc. Confidential Page 9

10 Batch to Suppliers The Batch to Suppliers function allows you to send a mass to all of the suppliers you select to receive the message. Clicking Select Suppliers will bring up a pop up with the search functions to allow you to search for the suppliers you would like to receive the mass . You may select an template for a generic format by clicking on Select Template and choosing the template you would like to use. Also, you are given the options to Save this as template and to Allow other buyers to use. AECsoft USA, Inc. Confidential Page 10

11 Batch to Groups The Batch to Group function allows you to send a mass to a group you created using the Group Management function (as previously discussed). Select the group you would like to receive the from the drop down list. To verify the members of the selected group, click View Group Members to display the suppliers in that particular group. You are allowed to permanently remove suppliers from the group using this link, but you cannot add any new suppliers to the group from this page. Further modification to the group will have to be made using the Group Management function. Again, you can click Select Template to choose a generic template for your batch s. AECsoft USA, Inc. Confidential Page 11

12 Refer Supplier to Register The Refer Supplier to Register function allows you to prospective suppliers who are not in the system yet. Instead of selecting their addresses, you will have to enter their names and addresses directly in order to send the message. This section is primarily used to invite individual suppliers to register with the system. You may type in the message or select an message from the templates. AECsoft USA, Inc. Confidential Page 12

13 Batch to Users The Batch to Users function allows you to send a mass to all of the users in the system. You may click Select Users to include the recipients of the and click Select Template to pick an format. Template Templates allow you to create generic templates for messages that are sent often. Use to add a new template to the system. You are given the option of allowing others to use the template. Be sure to click after modification. You can modify the template later by clicking. AECsoft USA, Inc. Confidential Page 13

14 GENERAL Update Profile You can modify your user profile here. Please note that required fields are denoted with an asterisk (*). Remember to click after any modification. Change Password You may change your password by entering the old or current password once and your new password twice. Your new password must be between 8 and 20 characters, contain at least one digit and one alphabetic character, and must not contain special characters. Click after modification. AECsoft USA, Inc. Confidential Page 14

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