Transcription

1 Vendor Query Portal

2 VENDOR QUERY PORTAL In our continued endeavor to simplify our processes and pay Suppliers on time, A webbased Invoice and Payment tracking tool -Vendor Query Portal (VQP) is now available for you. Free of cost Unilever has partnered with Tungsten Network, an organisation that accelerates global trade by enabling invoice and workflow automation for the Invoice Status Service. (VQP) Introduction Tungsten network Invoice status service (ISS) or also known as Vendor Query portal (VQP) is an application which facilitates Unilever suppliers to know their invoice status. The latest invoice status is uploaded on to the portal on a daily basis. No charges for Suppliersto get access and to use the tool to check the status of the invoices. VQP livein below listed countries Portugal, Poland, Spain, Bulgaria, Australia, Oman, Tunisia,Austria, Romania, Finland, Norway, Bahrain, Pakistan, United Arab Emirates, Belgium, Sweden, France, Slovenia, China, Philippines, New Zealand Switzerland, Slovakia, Hungary,, Hong Kong, Saudi Arabia, Czech Republic, United Kingdom, Ireland, Japan, Singapore, Germany, United States, Italy,, Malaysia, South Africa, Denmark, Canada, Netherlands,, Morocco and Taiwan

3 How to register? step by step process. Step 1: Supplier to register on the Tungsten Portal 1.1 Supplier to Click the below link which will take them to the Unilever s VQP welcome page to register. Click on either Register or Enrol now link on the page. 1.2 Ifthe registration is successful supplier can proceed to step 2.This step will take about 5 to 10 minutes. 1.3 Else, ifthe registration is not successful due to reasons as an example company name already exists, a serviceticket needs to be raised by the requester. The service request may be raised in the portal, under section, help and support > Contact us Link: The Tungsten team will provide resolution to the query /ticket by notifying the Unilever supplier via . The resolution time for this is around 2 3 working days. Note:The ticket is required to beraised where the company profile isalready setup and there is an administrator in supplier s organization who can provide the access to the tool where by the requester need not go through Step 2 andwill be able to check the invoice status directly. Contactname of the administrator in the supplier s organizationwould be provided in the resolution . Step 2: Supplier to choose Connect with your Customer on the Tungsten portal 2.1 Select the Unilever Entity name with whom you are doing business (example: UL South Africa) and click on connect. 2.2 Complete the challenge process: this means the supplier must provide valid supplier invoice information in the required fields; this then allows Tungsten to verify and confirm that the supplier is the correct supplier as per our records, i.e. we are not giving access to the incorrect supplier i.e. a verification process. Note: Use the Invoice which is sent to Unilever, keeping the transit time in mind + always recommended to use the invoice which is yet to be paid. Update invoice number as provided on the invoice sent to Unilever to complete the challenge process. 2.3 Ifthe challenge process is complete and successful proceed to Step 3. This step will take about 5 to 10 minutes. 2.4 Else, ifthe challenge process is not successful, please raise a request with the Tungsten portal help desk The service request may be raised in the portal, under section, help and support > Contact us Link: Note: The challenge processmay not be complete due to various reasons hence the tungsten portal team will approach the Unilever team and complete this step for you. The Unilever team would approve the request within 1-2 working days. The Tungsten team will provide resolution to the query /ticket by intimating requester (Unilever supplier) via . The resolution time to this type of ticket is around 2 3 working days. Step 3: Check invoice status 3.1 Login to the tool using the earlier provided credential Portal Link: Enter the Invoice number in the search field and click search. 3.3 View the invoice status in detail. 3.4 If the invoice details are not available in the portal, you may choose to contact the help desk either by writing to them or by calling. Link to the help desk contact details: Images/Central_Invoice_Receipt_Address_and_Accounts_Payable_Details_tcm pdf

4 How to register? step by step process with screen shots. Click here to access portal. (Link: Step 1 Step 2 Fill the details and Insert/Select your Company Click here to register 0 Step 3 Step 4 Confirm Company information and choose Yes or No Validate/update your company details and click Signup How to connect with Unilever to check Invoice status? Step 1 Connect with Customer

5 How to connect with Unilever to check Invoice status? Contd Step 2 Select Unilever Legal Entity that is applicable to your business Step 3 Confirm selected entity Step 4 Note: Use the Invoice which is sent to Unilever, keeping the transit time in mind + always recommended to use the invoice which is yet to be paid. Update invoice number as provided on the invoice sent to Unilever to complete the challenge process. Enter an invoice number, date and amount and Complete the verification process click continue. Enter the invoice date and amount for system prompted invoice number If the input is valid the connection will be complete. Note: Any issues faced during registration contact Tungsten helpdesk Click here: Help and Support (

6 Checking invoice status Click here to access the VQP Link: FOR PAID/APPROVED INVOICES: Search for an invoice using invoice number 123A To be made available by 30th Sep 2015 ** Unilever Help desk IN QUERY /EXCEPTION INVOICES: FOR REJECTED INVOICES: Unilever helpdesk contact details Detailed reasons on why the invoice been rejected and what the Payment Due date supplier needs to do 17 May 2015 Unilever Help desk Register for the Tungsten Network Portal Connect with your customers on Tungsten Network Video tutorial Learn how to use the home page on the Tungsten Network Portal Manage your company and user settings Set up and run reports on your invoices View the status of your invoices on the Tungsten Network Portal

7 VQP Registration process map Start Tungsten Supplier Register Raise a ticket Raise a ticket Registration successful No Yes Enrollment complete Resolve ticket Connect with Unilever Entity Check Invoice Status Contact your local portal tool admin Select Unilever Entity Duration: 5-10 min Key in Invoice number in Search field Get Access to the tool Complete challenge process View Invoice status Challenge process successful? No End Duration: 2-3 working days Yes No Unilever Resolve ticket Forward access request to Unilever Confirm access Duration: 1-2 working days 7

8 FAQs 1) Who is Tungsten? Tungsten Network s electronic invoicing network was founded in Tungsten accelerates global trade for customers through: Tungsten is a Global partner for E-Invoicing and Invoice status services facility for Unilever. Tungsten Network: Electronic invoicing for connected supply chains Tungsten Network: Invoice Status Service (ISS) or also known as Vendor Query portal. 2) Why did Unilever select Tungsten? Tungsten offers E-Invoicing and Invoice status services feature. Tungsten is a well-established company with proper back office support to their customers. They exist almost globally in all countries. 3) How to send invoice? Is there any change in the process of submitting Invoices with Tungsten network Vendor query portal rollout? There is no change in the process of submission of invoices for Unilever supplier. The Unilever supplier may send the invoice electronically where ever it is legally allowed and agreed with Unilever legal entities. Vendor query portal is being rolled out for Unilever suppliers to check the status of invoices by themselves via the Tungsten portal. 4) What is vendor Query portal? Tungsten Network Vendor Query portal (also known as Invoice Status Service (ISS)) is an online tool which allows you to check the status of your invoice online by logging on to the portal. To check the status of your invoice online you will need to register on to the Tungsten Network. Registration to check the Invoice status is free of Cost for Unilever supplier. 5) Is Tungsten Portal applicable for my country? Below are the list of countries where Vendor Query portal is operational. If you are dealing with Unilever in the below countries Vendor query portal is available to you. 6) Is Vendor query portal (ISS) Applicable for Paper based invoice vendor? Vendor Query portal is available for Unilever suppliers who submit the invoice electronically and via Paper invoice. 7) How do I register to Tungsten portal? You may follow the above instruction provided to you earlier or click on this link:

9 FAQs contd.. 8) Is there any cost associated with Access to Tungsten network Vendor query portal (ISS)? Tungsten Network portal Vendor Query portal tool is free of cost for all Unilever supplier. Tungsten has referred to some charges on the Tungsten Network welcome /landing page for the E-Invoicing facility only. The cost is not applicable for invoice status service or otherwise known as Vendor Query portal. The tool is available for suppliers who submit the paper invoice to Unilever and should be able to check the invoice status free of cost. 9) Do I get multiple logins for my company? Yes, you may register on to the portal and get access to the tool. The first person registering from a company becomes the Administrator for that company. The Administrator may create additional logins for their colleagues in the company. 10) What Information I can view on the portal? You will be able to view your invoice details along with the status along with the below information: Status: whether it is Received, Approved, rejected or paid. Exception or rejection Reason along with recommendation. Scheduled Payment date (as agreed with Unilever buyer/team) For Paid invoice, payment reference number for cash allocation. 11) What is electronic invoicing? Electronic invoicing is the exchange of electronic invoice data from the supplier's computer to their customers' computer -with no requirement for supporting paper documentation. The electronic invoice acts as the VAT, tax and accounting document as well as the request for payment. With electronic invoicing, or E-Invoicing, human intervention or manual document processing is dramatically reduced. The data is taken from the supplier's accounting system and submitted directly to their customers' accounting system. Tungsten manages the integration between the accounting systems and the Tungsten Network. Suppliers send invoice data in their preferred format. It is then translated, enriched, validated and digitally signed before being sent to the buyers accounting system, in their preferred data format. There is no need for any additional hardware or software to be implemented. For smaller suppliers, or those that send a low number of invoices, the Web Form can be used -all that is required is an internet connection and a standard browser For Unilever Suppliers E Invoicing is applicable only for Europe and North America.. Below are the list of countries in scope