g.a.m. - pinkertontable of contents 3 creating a gam account 5 creating a vendor profile 7...

G.A.M.Certified Pinkerton Vendor Process

Table of Contents

3 Creating a GAM Account

5 CreatingaVendorProfile

7 SubmittingaProfileforApproval

9 ActivatingaMembershipProfile

10 AcceptingAssignments

13 SubmittingInvoices

17 InvoiceStatus

18 FAQs

ThesestepswillassistyouingainingaccesstotheGlobalAllianceMemberportal,creatingyourprofile,acceptingassignments,andsubmittingandeditinginvoices.

3

Creating a GAM Account

TobegintheprocessofbecominganewPinkertonGlobalAllianceMember,youwillneedtocreateanewaccountonPinkerton’sGAMportal.

Tobegin,startbygoingtohttps://nexuspartners.pinkerton.com/ toaccesstheHomepage,asshownbelow.

Selectthe buttonorthe“CreateAccount”tabatthetopofthepagetoaccesstheCreateNewAccountpage,shownabove.

Image 1: You can learn more about the opportunities by reviewing the additional tabs located at the top of this site.

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To create an account, follow the steps below.Fillintherequiredfields(asshownbelow)andclickthe button.YouwillnotbeabletoaccesstheGAMportalwithoutfirstcreatinganaccount.

• Please note that all fields are required for security purposes• Enteryournameandtheemailaddressyouuseforwork(yourcompanyemailaddress).• Chooseapasswordthatisaminimumof7charactersinlength.Chooseahintthatwill

helpyourememberyourpassword.• Inordertoprotectagainstunauthorizedpasswordresetattempts,pleaseselectand

answertwosecurityquestions.• Whenfinished,click“CreateAccount”.Thiswillsendanemailtotheemailaddressyou

enteredverifyingtheaccounthasbeencreated.Remember:youraccountisnotcreateduntilyouclickthe“CompleteGlobalAllianceMemberAccountRequest”linkthatyouwillreceiveintheemail.

4

Creating a GAM Account (cont’d)

Image 2: View of Create New Account Page. Complete all fields in order to submit information.

5

Creating a Vendor Profile

Image 3: To log into your Pinkerton Vendor account, click on the “Login” link in the upper right-hand corner of the nexuspartners.pinkerton.com website.

Entertheemailaddressandpasswordthatwasprovidedwheninitiallysettingupyourprofileandselect“LogOn”.

Image 4: At the Login page, enter the Email Address & Password that you originally provided when creating an account.

ThisstepwilltakeyoutotheprofilepagewhereyouwillprovidethenecessaryrequestedinformationtosubmityourapplicationtobecomeamemberofGAM.

Onceyouraccounthasbeencreated,youwillbeabletologintoyouraccountwiththecredentialsyouoriginallyprovidedbyusingthislink(https://nexuspartners.pinkerton.com/Account/LogOn)orbyclickingthe“Login”linkintheupper-rightcornerofthispage.

6

Creating a Pinkerton Vendor Profile (cont’d)

Afterloggingintoyourprofileforthefirsttime,pleasefillouttherequiredinformationandsubmityourprofileforvalidation.

NOTE:youwillnotbeassignedanyprojectsuntilyouraccounthasbeenvalidated.

Pinkerton

Image 5: When you first log into your Pinkerton Vendor profile, you should see a similar landing page. Please note: you will not be able to submit your profile for approval without first filling out the required sections.

NOTE:ItisalwaysgoodtokeepyourProfileup-to-date.Youcancheckthelasttimeyourprofilewasverifiedbyviewingthearealocatedontheupperleft-handsideofthispage.

7

Submitting a Profile for Approval

Beforesubmittingyourapplicationforapproval,youmustprovidetheproperinformationforthefollowingsections.NOTE:Pleasesaveeachsection’sinformationafteryou’vecompleteditbypressingthesavebuttonlocatedatthebottomofeachsection.

Supplier Information (required)Thissectionisforyourcompany’sbasicinformation.You’llnoticethatthecompanynameyousuppliedwhenyoucreatedyouraccounthasauto-populatedinthe“LegalCompanyName”section.Iftheinformationisincorrectorneedstobeedited,dosohere.Note:pleaseuseafulldollaramountforyourAnnualSales(USD)figures.

Banking Information (required)Thissectionisforyourbankinginformation.IfyouarebasedoutsideoftheUnitedStatesanddon’thaveanABAorSwiftCodenumber,pleaseleavethosesectionsblank.

Operational Information (required)Thissectionisforyourareasofoperationandotherprocesses.IfyouoperatewithintheUnitedStates,pleasebesuretoselecttheappropriateselectionsinboththe“USARegionCoverage”and“USAStateCoverage”areas.

Service Line (required)Thissectionisfortheservicesthatyourcompanyoffers.Toaddaservice:

• Firstclickthebutton.• Fromtheboxthatpopsup,selectaservicelinefromthedropdownlistprovidedinthe

“Category”section.(Ifyouneedmoreclarificationaboutaspecificcategory,pleasevisitourwebsite.)

• Onceyouhaveselectedaservicefromthe“Category”,the“SubCategoryType”menuwillpopulatewiththerelatedsubservices.Forinstance,ifyouchoose“ProtectionServices”fromthe“Category”dropdownitems,onlytheservicesrelatedto“ProtectionServices”,againlocatedonourwebsite,willbeavailableforselection.

• Afteryou’veselectedtheproper“SubCategoryType,”selectthecurrencytype.• EntertheHourlyBillRateforthisservice,ifapplicable.• EntertheDailyBillRateforthisservice,ifapplicable.• EntertheFlatBillRateforthisservice,ifapplicable.• Click“Save”.

Repeatthestepsaboveforeachserviceyouprovide.

Licenses, Insurances, and Certificates (required)Thissectionisforinsuranceandliabilitydocumentsforyourcompany.Withoutyourtaxform,generalliabilityinsurance,andanylocal,state,national,orgovenmentlicenses,wecannotbegintoprocessyourapplication.Toaddtheappropriatedocuments:

• Firstclickthebutton.• Fromtheboxthatpopsup,selectthetypeofdocumentyou’regoingtouploadfromthe

listprovidedinthe“Type”section.Onceyouhavemadeaselectionfromthe“Type”list,the“Name”menuwillpopulatewiththerelateddocumenttypes.Choosetheappropriatedocument.

• Afteryou’veselectedtheproper“Name,”fillinthe“Issuedby”field.• EntertheIDnumber(ifapplicable).• Enteranynotes(ifapplicable).• Uploadedthedocument.Pleasenote,weonlyaccept.docxor.pdffiletypes.• Click“Save”.

Repeatthestepsaboveforeachdocumentyouneedtoprovide.

8

Submitting a Profile for Approval (cont’d)

User Management (optional)Thissectionallowsyoutoaddoneormoreadditionaluserstoyourcompany’sGAMprofile.Thissectiondoesnotneedtobecompletedbeforesubmittingyourprofileforapproval.Ifyoudoaddauser,besuretoselecttheproper“UserLevel”forthatuserwhenaddingthemtoyouraccount.The“UserLevel”optionsare:

• Administrator• Finance• Operations(pleasenotethisuserleveldoesnothaveaccesstobankinginformation)

Additional Documents (optional)Thissectionallowsyouto uploadanyadditionaldocumentsthatyoufeelareapplicabletoyourapplication.Thissectionisnotrequired.

Submission Instructions and Procedure Afteryou’veenteredalloftherequiredinformationandarereadytosubmityourapplicationforapproval,clickthebutton.

Afterconfirmingthatyouwishtosubmityourapplication,you’llreceivetwoemails:oneacknowledgingyoursubmissionwithalinktopayforyourapplicationfee,andtheotherwithalinktosignanMSA.(PleasenotethatyourapplicationwillnotbeprocesseduntilbothyourapplicationfeeandsignedMSAhasbeenreceived.)

Pinkerton

Dear Pinkerton,

9

Activating a Membership Profile

Oncewe’veacceptedyouintotheGlobalAllianceMembership,we’llsendyouthefollowingemailbelow,whichwillprovideyourmembershipfee.Onceyou’vepaidyourannualmembershipfee,youraccountwillbeactivatedandbecomereadyforuse!

Please note: although the annual membership fee is $250, which covers and includes portal access and maintenance, round the clock support, and any processing fees associated with your account, your first year’s membership fee will only be $125. Your second year’s membership (and each year after) will be $250 annually.

10

Accepting Assignments

Onceyouhavesuccessfullysubmittedandactivatedyourprofile,youwillbeabletostartacceptingassignments.Whenanassignmentisavailableinyourareaandservicelines,youwillreceiveanemailfromtheGlobalAllianceMembership,whichwillincludeabriefdescriptionoftheassignmentdetails.

YoumayacceptordeclinetheassignmentbyclickingonthelinkintheemailorthroughyourGAMprofilepageundertheassignmenttab.Pleasenotethattheassignmentsectionwillnotbeavailableinyourprofileuntilyouhavesuccessfullysubmittedyourprofile.Toacceptanassignmentthroughyourprofilepage,followthesesteps:

• SelecttheGAMportallinkhttps://nexuspartners.pinkerton.com/Account/LogOnandlogintoyourprofile

• Onceyouhaveloggedin,scrolldowntothe“assignment”sectionofthepageandclickonthe“+”iconontherighthandsidetoexpandthesection.

• Clickonthe“notstarted”statustoeitheracceptordeclinetheassignment.

Dear Pinkerton,

11

Accepting Assignments (cont’d)

AfteryouhaveacceptedtheassignmentthePinkertonPOCwillbenotifiedthatyouareavailableforthatengagement.OncethePinkertonPOCmakesthedeterminationofwhotoassigntheprojectto,youwilleitherreceiveanemailstatingyouhavebeenselectedfortheassignmentortheassignmentwillnolongerappearonyourprofilepageifnotselected.

Ifchosenfortheassignment,youmayviewthedetailsoftheengagementundertheassignmenttabonyourGAMprofile.Thedescriptionwillprovideyouwiththefollowinginformation:

• Theclientnameandservicelinefortheassignment.• Thestartandenddatesoftheassignment.• ThenameofthePinkertonPOC.• Ashortdescriptionofwhatisexpectedfortheassignment,suchasthenumberofagents

needed,typeofagentsneeded,andanyotherpertinentinformation.• Thestatusoftheassignment,whichyouwillberesponsibleforupdating.

Onceyouhavestartedtheassignment,pleasemakesuretochangethestatusfromNotStartedtoInProgress.KeepingthestatusupdatedwillallowyourPinkertonPOCtotrackthestatusoftheassignment.

12

Accepting Assignments (cont’d)

Onceyouhavestartedtheassignment,pleasemakesuretochangethestatusfromNotStartedtoInProgress.KeepingthestatusupdatedwillallowyourPinkertonPOCtotrackthestatusoftheassignment.

13

Submitting Vendor Invoices

Onceyouhavesuccessfullycompletedanassignment,gatheredallofthe“fee”information,“expense”information,andreceiptsrelatedtotheassignment,youcansubmitaninvoicetoPinkertondirectlythroughyourGAMProfile.TosubmitaninvoicetoPinkerton,followthesesteps.Access Your Profile PageSelectingthelinkbelowwillbegintheinvoicingprocess.

• SelecttheGAMportallinkhttps://nexuspartners.pinkerton.com/andlogintoyourprofile• Onceyouhavelogged-in,scrolldowntothe“Invoice”sectionofthepageandclickonthe“+”

iconontheright-handsidetoexpandthissectionAdd New InvoiceOncetheInvoicesectionhasbeenexpanded,clickontheicononthefarright-handside(totherightofthe“InvoiceStatus”column).Thiswilltakeyoutothe“EngagementDetails”pageinimage7.

Image 6: Adding a new Invoice: From the main Profile page, scroll down to the “Invoice” section & click on the blue “+” icon to begin adding & submitting new invoices.

IMPORTANT: Forsecuritypurposes,thispage(forsubmittinganewInvoice)willautomaticallylogyououtoftheEngagementDetailafterten(10)minutesofinactivity.Itisveryimportantthatyouhaveallnecessaryinformationgatheredpriortofillingoutthisform,andthatyouclickonthe“SAVEDRAFT”buttonatthebottomtosaveyourwork.

ENGAGEMENT DETAILS PAGEForeachinvoicesubmitted,youwillberequiredtoprovidedetailsabouttheengagementthatyouhavecompleted.Pleaseremembertohaveallofyourinformationgatheredbeforefillingoutanewinvoice.Tobegin,completethefieldsatthetopofthepage(picturedtotheright).

Matter NumberThematternumberisauniqueidentifier,fortheindividualassignmentthatisassociatedwiththeoriginalservicerequest.ToconfirmthattheMatterNumberenterediscorrect,youcanclickonthe“Search”buttontotherightthatwillsearchforamatchingnumber.Pinkerton POCThePOCistheindividualwhosubmittedtheservicerequestassignment.ThePOCisalsoautopopulatedaccordingtotheMatterNumberentered.Invoice #Thisnumberisauniqueidentifier.Therefore,eachtimeyousubmitaninvoice,itshouldnotbeanumberthatwasusedpreviously.CurrencyIdentifyandassociateabillingcurrencyfortheInvoicethatwassubmitted.

Foradditionaldetailsaboutthissection,pleaseseethe“SubmittinganInvoice”sectionoftheSOP

Image 7: Engagement Details Page: After clicking on the blue “+” icon in the Invoice section in your Profile, you will now see the Invoice Engagement Details page shown above.

14

Submitting Vendor Invoices (cont’d)

INVOICE DETAILSFeesEveryengagementshouldhaveapplicablefeesthataremandatorytobeentered.Iffeeswereincurredduringthisassignment,pleaseaddthemindividuallyhere.Pleasenotethatthecategoriesoffees(ortypes)thatyoucanchoosefromaredeterminedbythecategoriesthatyouhavesetupinyourVendorProfileonthemainpage.Entertheinformationaccordingtotheheadingslocatedatthetopofeachsection.Toaddadditionalfees, clickontheblueicononthefarright-handsideshownbelowinimage8.

Please enter information requested for each field.

DateThisisthedatetheengagementtookplace.AgentThisisthenameoftheagentthatworkedtheengagement.LocationThisisthelocationoftheengagement.TypeThisisthetypeoffeefortheengagement.Clickinsideofthebox/celltotriggerthedrop-downmenuwiththefeetypes.CategoryThisistheservicelinefortheengagement.Pleasenotethatonlytheservicelinesyouhaveenteredintoyourprofilewillbeoptionsforthecategoryfield.StartThisisthetimethattheengagementbegan.Clickinsideofthebox/celltotriggerthedrop-downmenuwiththetimes.IftheFeeTypeishourly,selectthetimewhentheFeebegantoincurtime.IftheFeetypeisdailyoraflatfee,thestartandendtimeswillbeautopopulated.EndThisisthetimetheengagementended.Clickinsideofthebox/celltotriggerthedrop-downmenuwiththetimes.IftheFeeTypeishourly,selectthetimeofdaywhentheassignmentorengagementended.IftheFeetypeisdailyoraflatfee,theendtimewillbeautopopulated.QuantityThissectionwillbeauto-populated.Bill RateThisisthebillratefortheengagement.Pleasenotethatifthebillrateenteredfortheinvoiceishigherthanthebillrateonyourprofileapop-upwillappearforyoutoexplainthediscrepancy.

NOTE:Ifthefeetypeisdailyandtheprojectismorethanoneday,youwillneedtoentereachdayseparately

Image 8: View of Fee Details page: For Daily and Flat Fee, the time automatically populates 00:00 as the start time and 23:30 as the end. If sales tax is applicable, it can be checked here & adjusted in the next section.

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Fees TaxIfthereisasalestaxthatneedstobeincluded,youcanentertheamounthere.Toaddadditionalfees, clickontheblueicononthefarright-handsideshownbelowinimage9.

Please enter information requested for each field.

Tax Rate RemarksEnterashortdescriptionaboutthetypeofsalestaxthatisapplicable.Clickinsideofthebox/celltoentertextdirectly.Tax (%)Enterthepercentage(number)ofsalestaxthatisapplicable.Clickinsideofthebox/celltoentertextdirectly.AmountBaseduponthetotalofyourfeescalculatedtothispoint,thetaxpercentageenteredwillauto-calculatetheappropriatesalestaxamount.TheamountshownwillbetheadditionalamountofTAX-ONLYcoststhatwillbeaddedontoyourFeesfromtheprevioussection.Total Fee Including TaxesThiswillauto-calculateatotalsumforALLFees,includingtheadditionoftheSalesTax,toproduceafinalgrandtotalforallFees&Taxes.

Expenses (If Applicable)IfadditionalExpenseswereincurredduringthisassignment,youcanaddthemindividuallyhere.Receiptsarerequiredforallexpensesexceptformileageandperdiem.

Toaddadditionalfees, clickontheblueicononthefarright-handsidetoaddanewExpenseitem.

Total ExpensesThetotalsumofallExpensesforthisassignmentwillberepresentedbythefieldlabeled“Total Expenses.”

Image 9: Fee Sales Tax: Within the Invoice form, if there is a sales tax that needs to be included with the Fees, that sales tax can be included here, and the total Fee amount will be adjusted.

Image 10: Expense Details: Within the Invoice form, Vendors can enter individual Expenses that will be totaled up as part of the final Invoice that is submitted.

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Saving and Submitting your InvoiceAtthebottomoftheEngagementDetailsPageyouwillfindthreebuttonsthatenableyoutosaveyourentriesasyougo,submityourinvoiceorcanceltheprocess.

Save Invoice DraftThisbuttonallowsyoutosaveyourinformationasyouworkonthispage.Beforecontinuing,pleaseensurethatthe“TotalAmount”calculatedatthebottomofthepagematchesthe“InvoiceAmount”fieldatthetopofthepage,undertheEngagementDetailsheading.

Submit InvoiceAfteryouhavecompletedalltherequiredinformationandarereadytosubmityourInvoiceforapproval,clickonthe“SUBMIT FOR PAYMENT” buttoninthelowerleftofthepagetocompletetheprocess.

Cancel InvoiceTocancelthisInvoice,deletetheinformationcurrentlyintheform,andbegintheprocessalloveragain,youcandothisbyclickingonthe“CANCEL”buttoninthebottomrightsideofthepage‘SubmitforPayment’buttonwillNOTbeactivatedifthetotalinvoiceamountafteryourentriesdoesn’tmatchthetotalinvoiceamountintheEngagementDetails.

17

Invoice Status Confirming InvoiceAfteryouhavesubmittedyourinvoice,youcanreturntoyourProfilepage,lookintheInvoicesectionasshownbelow,andviewanewinvoiceitemin“Submitted”status.

Invoice Status ChangesWhentheinvoiceshavebeenapprovedorrejectedthestatuswillchange.Inthisexample,thestatusisSubmitted.

Rejected InvoicesIfyourInvoiceisrejected,youwillreceiveanoticeprovidingreasonsforrejection.Onceyouhavemadetherequestedadjustments,youcanre-submittheinvoicebyfollowingthesamestepsoutlinedinthe“SubmittinganInvoice”process.NOTE:Youredited&updatedInvoicewillautomaticallysupersedethepreviousinvoicethatyousubmitted.Youwillhavetheabilitytoedittheengagementdetailsection,butyouwillhavetoattachanewcopyoftheinvoicereflectingtherightamount.

Image 11: Submitted Invoice: After you have completed the Invoice submission process, the Invoice section in your Profile will now show that you have a “Submitted” invoice that has been submitted & is pending.

18

Frequently Asked Questions (FAQs)

ExpensesIs a receipt required for expenses?AnyexpensechargedbacktoPinkertonrequiresareceipt(unlessit’smileageorperdiem).Areceiptisrequiredforproperdocumentationforauditpurposes.

Invoice PaymentsDoes Pinkerton offer ACH or direct deposit?WepayonlybycheckifthepaymentisbeingsentwithintheUnitedStates.IfwearemakingpaymentstovendorsoutsideoftheUnitedStates,thepaymentwillbesentelectronically.

Does Pinkerton overnight checks for payments being sent out within the U.S.?Generally,no,wedonot.Butforspecialcircumstances,wewillmakeexceptions.

Check Inquiry StatusFromtimetotime,Pinkertonreceivescallsinquiringaboutaspecificcheck’sstatus.Inthepast,thesecallshavebeenreceivedbyvariousdepartmentsandpersonnel.Ingeneral,allcallsshouldbedirectedtoAccountsPayableServicestodetermineifthecheckinquestionisvalid.Ifyouhavequestionsaboutthevalidityofacheck,[email protected].

What is the process for lost checks?WhenanAPcheckislost,[email protected] immediatelyandrequestastopbeplacedonthecheck.AccountsPayablewillthenvoidandreissue,ifrequired,thecheckwithinfive(5)daysofreceivingtheemailortheAPcheck.Foreverycheckthatisreissuedonthevendor’srequesttherewillbea$35charge.

Submitting an InvoiceHow often should I bill?Werecommendyoubillweekly,butthisshouldbediscussedonamatter-to-matterbasiswithyourPinkertonPOC.Suppliersshouldsubmitinvoicesforpaymentwithin15daysofservicedelivery/completionoftheproject.Invoicereceivedpost15daysmayberejected.

What is required to submit an invoice?Toensureeffectivehandlingofinvoicesandcreditinacompliantmanner,allinvoicesandcreditnotesmustbeoriginaldocuments(accountstatement/agingschedulesarenotacceptable)andoncompanyletterheadandmustcontainthefollowinginformation:

• Suppliername(legalname)andremit-toaddress• SupplierIDissuedbyPinkerton• InvoiceDate• InvoiceNumber—mustbeunique• TotalAmountDue• Matter Number• NameofPinkertonContactorderingtheservices• DescriptionofServices—location/timeperiodincludingallsupportingdocumentation• SalesTax(whereapplicable)—anysalestaxamountbeingchargedmustbeshownas

aseparatelineontheinvoice

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19

Frequently Asked Questions (FAQs) (cont’d)

What are the payment terms?ExceptforDisputedAmounts,paymentshallbemadebyPinkertontotheSupplieronanetfifteen(15)daysbasisafterreceiptofacorrectandundisputedinvoice(s),withacorrespondingtwopercent(2%)discountontheinvoicedamountoftheServiceFees.Iftheinvoicedateisdifferentthantheinvoicesubmissiondate,Pinkertonwilltreatinvoicesubmissiondateasthefinaldateforthediscount.

What happens in my invoice is rejected?Invoiceswhichdonotmeettheoutlinedinvoicerequirementswillbereturnedtothesupplierwithanoticestatingthereason(s)forrejection.Itisthesupplier’sresponsibilitytore-submittheinvoicewithproperinformationinatimelymanner.Therejectedinvoiceshouldbere-submittedwithin15daysfromthedateofrejection.Updatedinvoicedreceivedafterthe15-daydeadlinewillberejected.

Do you have a question about a particular invoice?Ifyouhavequestionsaboutaparticularinvoice,[email protected].

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