WMATA Supplier Portal. Account Management

Transcription

1 WMATA Supplier Portal The office of Procurement and Materials is dedicated to providing quality goods and services to support WMATA's mission in a professional and ethical manner while striving to exceed customer expectations. The Supplier Portal is designed to conduct business transactions in a secure self-service environment through an internet-based portal for current and potential suppliers. The Supplier Portal will be the single source for all WMATA advertised solicitations. A registered Supplier/Vendor will find the portal a convenient way to access active solicitations, submit bids/proposals/quotes, review Purchase Order (PO) transactions, Acknowledge PO's, provide advance shipment notices, review payments and manage vendor contact information. Account Management WMATA encourages all registered vendors to verify and manage their procurement transaction data. These transactions involve reviewing dispatched and completed purchase orders, order schedule and summary, receipts, invoices issued, payments disbursed and vendor account balances. In addition to viewing transaction data, vendors can view and acknowledge purchase orders that have been dispatched to them. This lets WMATA know if you intend to fulfill them.

2 Table of Contents I. STEP BY STEP INSTRUCTIONS (REVIEW TRANSACTION DATA).2 II. STEP BY STEP INSTRUCTIONS (ACKNOWLEDGE POS).54 1

3 I. Step by step instructions (Review Transaction Data) 1. Enter your vendor login credentials to access the event details. 2. Click the Sign In button. 2

4 Navigate to the Purchase Orders page. 3. Select the Main Menu dropdown menu. 3

5 4. Select Manage Orders menu. 4

6 5. Select Purchase Orders. 5

7 Search for a purchase order (by date). 6.Enter a date in the From Date field. 6

8 7. Click the Search button. 7

9 8. The Purchase Order List page appears and displays all active purchase orders from WMATA along with their statuses, last dispatched date/time & total amount. 8

10 9. To view the details of a particular purchase order, select the checkbox adjacent to it. 9

11 10. Click the View Selected POs in Downloadable Format button. 10

12 11.The Download Purchase Orders page appears and displays line-level information for the purchase order(s) selected. You can review the Date/Qty Details, Header Details, Header Comments, Line Details, Line Comments, Schedule Details and Ship To Comments details by clicking on the respective tabs. 11

13 12. Click the horizontal scrollbar to scroll right. 12

14 Export the grid information to a spreadsheet. 13. Click the Download icon. 13

15 14. Click the Open button. 14

16 15. The grid row information is displayed in a spreadsheet. 15

17 16. Click the Close button in the top right hand corner of the spreadsheet to close the spreadsheet. 16

18 17. Click the horizontal scrollbar to scroll right. 17

19 18. Click the Return button. 18

20 19. Click the Home link. 19

21 You will now view your business' Order Summary page. 20. Click on the Main Menu drop down menu. 20

22 21. Click the Manage Orders menu. 21

23 22. Click View Order Summary. 22

24 Enter search criteria for your active order summary information. 23. Click the Include PO Data checkbox. 23

25 24. Enter a date in the From Date field. 24

26 25. Click the Search button. 25

27 26. The View Order Summary page appears and displays the vendor's active orders including the Due Date, Item ID, Description, Quantity, PO Numbers, Type, Status and Ship To information. 26

28 27. Click the horizontal scrollbar to scroll right. 27

29 28. Click the Home link. 28

30 You will now view WMATA s receipts of you orders. 29. Click the Main Menu dropdown menu. 29

31 30. Click the Manage Orders menu. 30

32 31. Click View Receipts. 31

33 32. Enter a date in the From Receipt Date field. 32

34 33. Click the Search button. 33

35 34. The Review Receipts page appears and displays the WMATA receipt line information. Each row displays Receipt Number, Received Date, PO Number, Ship No, Item ID, Description, Received quantity and Status for the receipts. 34

36 35. Click the Home link. 35

37 You will now review WMATA's invoice information. 36. Click the Main Menu dropdown menu. 36

38 37. Click the Review Payment Information menu. 37

39 38. Click Invoices. 38

40 39. Enter a date in the From Date field. 39

41 40. Click the Search button. 40

42 41. The Review Invoices page displays the invoices that WMATA entered for your payments. This page displays the Invoice Number, Invoice Date, Gross Amount, Approval Status, Due Date and Voucher ID. 41

43 42. Click the Home link. 42

44 You will now review WMATA's payment information. 43. Click the Main Menu dropdown menu. 43

45 44. Click the Review Payment Information menu. 44

46 45. Click Payments. 45

47 46. Enter a date in the From Payment Date field. 46

48 47. Click the Search button. 47

49 48. The Review Payments page appears and displays the payment information. This includes Reference Number (payment ID), Invoice Number, Payment Date and Amount. Note: Use the Reference Number ID when you call WMATA to inquire about your payments. 48

50 49. Click the Home link. 49

51 You will now review your Account Balances. 50. Click the Main Menu button. 50

52 51. Click the Review Payment Information menu. 51

53 52. Click the Account Balances menu. 52

54 53. The Account Balances page displays any open balances with WMATA. The page displays the Gross Amount and Discount information. 54. Congratulations! You have successfully completed the Review Transaction Data topic. You now know how to review your business' procure-to-pay information at WMATA. 53

55 II. Step by step instructions (Acknowledge POs) 1. User should already be signed in (see above instructions). 2. Click the Main Menu dropdown menu. 54

56 3. Click the Manage Orders menu. 55

57 4. Click Acknowledge Purchase Orders. 56

58 5. Enter a date in the From Date field. 57

59 6. Click the Search button. 58

60 7. The Acknowledge Purchase Orders page displays all the purchase orders that have been dispatched to your business. 59

61 8. Click the Buyer tab. 60

62 9. The Buyer tab displays the WMATA representative buyer who can assist with your order. 61

63 10. Click the Purchase Order link that you would like to view. 62

64 11. Click on the purchase order line number to see more details. 63

65 12. Click the Expand More Item Details section arrow. 64

66 13. Various item details for the line are displayed on Acknowledgement Details page. 65

67 14. Click the Reject Item button if you no longer want to work on this line of the purchase order. Note: On rejecting the item, the Item Response becomes Rejected with detail and the POA status changes to Cancelled. 66

68 15. If you have any change order requests to the purchase order due date and/or quantities make the corresponding changes to Acknowledge Due Date and Acknowledge Quantity field respectively. 67

69 16. Click the Price tab. 68

70 17. If you have any change order requests to the purchase order price, make the corresponding changes to Acknowledge Price field. 69

71 18. Click the Ship To tab. 70

72 19. View the Ship To information here. 71

73 20. Click the Return button. 72

74 Enter any comments you would like to communicate with the buyer in the Comments section. 21. Click the Comments arrow to expand the section. 73

75 22. Enter comments in the Comments section. 74

76 23. Click the Save & Send Acknowledgement button. 75

77 Your purchase order acknowledgement submission is successful. 24. Click the OK button. 76

78 25. The acknowledged purchase order will no longer be displayed on the Acknowledge Purchase Orders search page. 26. Congratulations! You have successfully completed the Acknowledge Purchase Orders topic. You now know how to search, review and acknowledge WMATA's purchase orders dispatched to you. End of Procedure 77

79 78