GROWTHPOINT S ACCOUNTS PAYABLE PORTAL User Guide

Transcription

1 2014 GROWTHPOINT S ACCOUNTS PAYABLE PORTAL User Guide I M A PAPERLESS DOCUMENT. PLEASE DON T PRINT ME. Page 1 of 27

2 CONTENTS 1. OVERVIEW GETTING STARTED UPLOADING INVOICES UPDATING ACCOUNT DETAILS FORGOTTEN PASSWORD TROUBLESHOOTING CONTACT INFORMATION Addendum A - Password Policy Addendum B - Minimum Requirements... 27

3 REVISION CONTROL VER. # DATE STATUS AUTHOR st Draft Riaan de Villiers nd Draft Chantal Voges rd Draft Riaan de Villiers th Draft Claudio Mataga th Draft Riaan de Villiers th Draft Reinhart Buit / Gondai Mapfumo th Draft Riaan de Villiers th Draft Gondai Mapfumo th Draft Gondai Mapfumo Final Draft Kathy Hansford / Gondai Mapfumo

4 1. OVERVIEW The Growthpoint Accounts Payable Portal is a Growthpoint initiative provided in conjunction with LAWtrust. The Growthpoint Accounts Payable Portal is a quick and easy-to-use electronic invoicing solution that securely and accurately delivers invoices to Growthpoint. It adheres to the South African Revenue Services (SARS) regulation on electronic invoicing. HOW IT WORKS: Current Approach to Invoicing: Vendor Accounts Department Courier / Driver Growthpoint Properties Prepares & prints invoice. Hopefully finds the right department. Once the invoice arrives at the right department and the contents of the invoice are verified, Growthpoint actions for payment. Vendor Receives Payment New Approach to Invoicing: Vendor Accounts Department Growthpoint Properties Logs into invoicing portal & uploads invoice. Invoice is electronically routed to correct Growthpoint department for payment processing. Vendor Receives Payment Page 1 of 27

5 2. GETTING STARTED Step 1: Step 2: Growthpoint will automatically facilitate your registration on the Growthpoint Accounts Payable Portal. Growthpoint will request that you complete the registration of your account on the portal via . A. REGISTRATION PROCESS To register: In the confirmation , please click on the link. Page 2 of 27

6 2. GETTING STARTED You will be taken to the Registration page. Page 3 of 27

7 2. GETTING STARTED Capture your details and ensure that they are correctly displayed on the web page. Enter a Password. For the password creation policy, please see the section Addendum A Password policy (at the back of this manual). Confirm the Password. Click on Accept Terms of Use hyperlink to view the Growthpoint Accounts Payable Portal Terms of Use. Tick the Accept Terms of Use tick-box. Click on the Register button to complete the process. If the registration is completed successfully, a green successful registration message is displayed. You can now log in to start uploading invoices to Growthpoint. Page 4 of 27

8 3. UPLOADING INVOICES This functionality is used by the user to upload invoices that will be routed to the relevant department at Growthpoint. The invoices are digitally signed by the portal to meet the SARS requirements. The following section will provide a step-by-step guide on how to upload an invoice: Start by navigating to the portal ( and input your address and Password. Click the Login button. Page 5 of 27

9 3. UPLOADING INVOICES After successful logging in, the Invoice details page will be displayed. Page 6 of 27

10 3. UPLOADING INVOICES Select your Creditor profile from the drop down list. The creditor profile is the company that the invoice is from. There are two methods that can be used: Scroll and select the relevant creditor from the drop-down list. Search for a creditor profile by typing in part of the Creditor number or part of the Creditor name. Once the correct creditor profile is displayed, select it from the drop-down list. Page 7 of 27

11 3. UPLOADING INVOICES Select the Building for which you are you creating an invoice from the drop down list. There are two methods that can be used: Scroll and select the relevant building from the drop-down list. Search for a building by typing in part of the Building Number or part of the Building Name. Once the correct building is displayed, select it from the drop-down list. Page 8 of 27

12 3. UPLOADING INVOICES Type in the Invoice number as it appears on the invoice. The Invoice number field only allows for Alphanumeric characters (i.e. A Z, 0 9). The invoice number field allows for a maximum of 30 characters. Page 9 of 27

13 3. UPLOADING INVOICES Select the Invoice date by clicking on the date picker and clicking on the date reflected on the invoice. The user can also input the date manually by typing in the date in format: CCYY/MM/DD. Page 10 of 27

14 3. UPLOADING INVOICES Type in the Invoice amount as it appears in South African Rands on the invoice, including VAT. The invoice amounts should be in this format: RRRR.cc The user must not place commas or currency symbols in this field. Page 11 of 27

15 3. UPLOADING INVOICES Select the Invoice type you are uploading. To determine the type of invoice, use the following definitions: If the invoice is a charge levied for services / work provided on a predetermined repetitive basis, then the type of invoice is Contract. If the charge levied in the invoice is not of a repetitive nature, then the invoice type is Non-contract. Page 12 of 27

16 3. UPLOADING INVOICES Type in the Purchase order number. The Invoice number field only allows for Alphanumeric characters (i.e. A Z, 0 9). The invoice number field allows for a maximum of 30 characters. Page 13 of 27

17 3. UPLOADING INVOICES Click on the Browse or Choose file under the Invoice to upload fi e l d. Locate the relevant invoice you want to upload. Click on the Next button. The button that needs to be clicked is either labelled Browse or Choose File depending on your Internet browser. Refer to Addendum B Invoice file types for valid Invoice types that can be uploaded. Page 14 of 27

18 3. UPLOADING INVOICES After uploading, your invoice will be rendered on screen along with the captured information. Make sure that the captured details are correct. If correct, click the Sign document button. If incorrect, click the Back button to amend or re-upload the document. Page 15 of 27

19 3. UPLOADING INVOICES If the invoice is successfully uploaded, the following successful upload message will be displayed. The uploaded invoice will be routed electronically to Growthpoint for processing. Click the Upload another invoice button to upload a new invoice or simply Log out. Page 16 of 27

20 4. UPDATING ACCOUNT DETAILS The Growthpoint Accounts Payable Portal allows users to change their passwords. Should you want to change any of your other details, please contact LAWtrust support (see contact details at the back of this manual). To change your password: Click on the Change password link at the top of the page. Page 17 of 27

21 4. UPDATING ACCOUNT DETAILS The Change password page will be displayed. You will be prompted to enter your old password. After entering your old password, enter a new password and confirm the password. For the password creation policy, please see the section Addendum A Password policy (at the back of this manual). Click the Next button to complete the process. Page 18 of 27

22 4. UPDATING ACCOUNT DETAILS A message on the bottom left of the page, will be displayed stating that your password has successfully changed. Page 19 of 27

23 5. FORGOTTEN PASSWORD In the event that you have forgotten your password, follow these steps to recover your password. Click on the Forgotten your password? link. Page 20 of 27

24 5. FORGOTTEN PASSWORD On the Forgot password page, type in your address in the addressfi e l d. Click the Reset password button. An with instructions on how to reset your password will be sent to your account. Use the link to reset the password. Page 21 of 27

25 5. FORGOTTEN PASSWORD Enter a new password. Confirm the new password. Click the Next button. A message on the bottom left hand of the page will be displayed stating that your password reset has been successful. Page 22 of 27

26 6. TROUBLESHOOTING PROBLEM: After clicking the Sign button, I get the following error: Failed to sign PDF [2003] Failed to sign PDF. Unable to create Signing request: Bad user password. SOLUTION: The system cannot process invoices that have been password protected, locked or encrypted. Please remove the password protection, document locking or encryption and upload the invoice again. PROBLEM: When uploading an invoice, I wait for a long time and then I get a message: Error uploading document: Time-out expired. SOLUTION: The problem could be one of two things: Your Internet connection is too slow to upload documents. Please contact your Internet service provider. The size of the file you are uploading is too big. Please reduce the file size of your document and retry. Document file sizes are restricted to a maximum of 20 MB. PROBLEM: The Accounts Payable Portal seems to be offline or non-functional. SOLUTION: Establish if your Internet connection is functioning correctly by navigating to the Google Search Page ( If you cannot see the Google search page, it might be that your Internet connection is down. Please contact your Internet service provider. If you can see the Google search page, your Internet connection is functioning. Please contact LAWtrust support (see contact details at the back of this manual) to investigate the matter further. Page 23 of 27

27 6. TROUBLESHOOTING PROBLEM: After clicking the registration link sent to me by , I get an error message: Link has expired. SOLUTION: For security reasons, the registration link is set to expire after a configured time period. If the user does not register during this period of opportunity, the link becomes defunct. An automated service will send out a new registration link upon the expiry of the last sent out link. Please use the new link to complete your registration. For any further technical assistance, please contact LAWtrust support (see contact details at the back of this manual). PROBLEM: After clicking the Next button on the Invoice details web page, I get an error: Please enter a valid file type. SOLUTION: The system does not recognise the file type of the invoice you are trying to upload. Refer to Addendum B Invoice file types for valid invoice types that can be uploaded. For any further technical assistance, please contact LAWtrust support (see contact details at the back of this manual). Page 24 of 27

28 7. CONTACT INFORMATION Any query regarding the use of the Growthpoint Accounts Payable Portal may be addressed to LAWtrust via telephone or (08:30am to 17:00pm Monday to Friday). Payment and account related queries must be addressed directly with Growthpoint Management Services. LAWTRUST SUPPORT FOR TECHNICAL QUERIES: LAWtrust Help Desk Telephone: (012) GROWTHPOINT SUPPORT FOR ACCOUNTS PAYABLE QUERIES: Growthpoint Creditors Department Page 25 of 27

29 ADDENDUM A - PASSWORD POLICY To enhance the security of the system, password creation is governed by a password creation policy. The current password creation policy specifies that passwords must adhere to the following rules: Password must be (at least) eight characters long. Password must not have been used previously. Password must be made up of (at least) any three of the following four character-types: either an uppercase letter or a lowercase letter or a digit or a special character Page 26 of 27

30 ADDENDUM B - MINIMUM REQUIREMENTS The following section will describe the minimum requirements that your system must meet to use the Accounts Payable Portal. a. Operating System Operating systems supported: Windows 7, 8 & 8.1 Mac OS 10.8 & 10.9 b. Browsers Supported browsers: Internet Explorer 9+ Firefox 22+ Chrome 30+ Safari c. Java Your system must have Java version 7 or later installed. It is highly recommended that you update your system to the latest Java before using the Growthpoint Accounts Payable Portal. d. Adobe Reader Invoices signed by the Growthpoint Accounts Payable Portal will automatically be converted to PDF. To view the signed PDF it is recommended that you obtain the latest version of Adobe Reader. e. Invoice File Types The system is able to process the following file types:.doc,.docx,.htm,.html,.odp,.ods,.odt,.pdf,.ppt,.pptx,.rtf,.txt,.xls,.xlsb,.xlsx,.xml. All files will be converted to.pdf before signing. Documents that are password protected, locked or encrypted cannot be processed by the system. Page 27 of 27