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Supplier Manual December 2009

Marketplace Order Management Manual

Manual for the Management of Orders in Adquira Marketplace

Intellectual Property

This document is published and distributed by ADQUIRA ESPAÑA S.A. All rights reserved. ADQUIRA ESPAÑA S.A. holds the rights to the exploitation of this publication in any form, and in

particular the reproduction, distribution and transformation rights, which may not be used without the express, written consent of ADQUIRA S.A.


Index 1. INTRODUCTION .................................................................................... 4

1.1. WHAT IS ADQUIRA? ............................................................................... 4

1.2. WHAT IS ADQUIRA MARKETPLACE? ................................................................ 5

2. BASIC THEORETICAL CONCEPTS FOR SUPPLIERS .................................................... 6

2.1. ORDER MANAGEMENT ............................................................................. 6

3. ACCESS TO ADQUIRA MARKETPLACE ............................................................... 7

3.1. START PAGE ...................................................................................... 7

3.2. RESETTING YOUR PASSWORD ...................................................................... 8

3.3. BROWSER MENUS............................................................................... 11

3.3.1. TOP MENU ...................................................................................... 11

3.3.2. CENTRAL MENU ................................................................................. 13

3.3.3. SIDE MENU...................................................................................... 15

3.3.4. SEARCHES FOR ORDERS ......................................................................... 16

3.3.5. GLOBAL SEARCH ................................................................................ 16

3.3.5.1. ADVANCED SEARCH ...................................................................... 17

4. SYSTEM NOTIFICATIONS.......................................................................... 19

4.1. NOTIFICATIONS TO SUPPLIERS FOR THE MANAGEMENT OF ORDERS................................ 19

4.1.1. NEW ORDER SENT BY THE BUYER ................................................................ 19

4.1.2. ORDER MODIFIED BY THE BUYER ................................................................. 20

4.1.3. ORDER RECEIVED BY THE BUYER ................................................................. 21

4.1.4. RETURN OF MERCHANDISE BY THE BUYER ........................................................ 22

4.1.5. CANCELLATION OF RECEIPT OF MERCHANDISE BY THE BUYER ..................................... 23

5. ORDER MANAGEMENT ........................................................................... 24

5.1. ORDER MANAGEMENT FLOW..................................................................... 24

5.2. HOW DOES A SUPPLIER KNOW THAT IT HAS AN ORDER PENDING? .................................. 25

5.3. ACCEPTANCE OF ORDERS ........................................................................ 25

5.3.1. MASS ACCEPTANCE OF ORDERS ................................................................. 32

5.3.2. ORDER ACCEPTED BY THE SUPPLIER ............................................................. 34

5.4. SHIPMENT OF THE ORDER........................................................................ 35

5.1.1. BBVA, IBERIA AND REPSOL ..................................................................... 41

5.1.2. TELEFÓNICA GROUP ............................................................................. 41

5.5. CONCLUSIONS ................................................................................... 41

5.1.3. SPECIFIC CHARACTERISTICS OF PARTNERS ....................................................... 42

5.2. CHANGED OR MODIFIED ORDERS ................................................................ 43

5.3. CONSULTING MOVEMENTS OF MERCHANDISE ..................................................... 44

5.3.1. RECEIPT OF MERCHANDISE ...................................................................... 44

5.3.2. RETURN OF MERCHANDISE....................................................................... 45

5.3.3. RECEIPT OF MERCHANDISE WITH REJECTION ..................................................... 47

5.3.4. CANCELLATION OF RECEIPT OF MERCHANDISE .................................................... 47

5.4. CONSULTING ASSOCIATED INVOICES.............................................................. 47

6. TECHNICAL REQUIREMENTS FOR ACCESS TO THE TOOL ............................................ 50

7. TRAINING MICROSITE ............................................................................ 51


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1. Introduction

1.1. What is Adquira?

Adquira, an e-commerce platform for the management of purchases, is the benchmark in negotiation and procurement solutions in Spain, with over 10 years’ experience. Adquira’s business model is based on the creation of an online platform that converts traditional purchasing systems into more efficient processes, offering considerable benefits to buyers and suppliers alike.

Adquira is part-owned by four of the largest Spanish corporations, which have joined forces to undertake the internal transformation towards new e-business models.

40% 40% 10% 10%

Adquira targets segments of the goods and services markets and facilitates both planned and ad hoc purchases, with different solutions and additional, value-added services. We offer tailored solutions to meet the needs of each company:

Adquira Marketplace is an e-procurement tool through which purchasing companies send their electronic orders to supplier companies.

Adquira Podium is a powerful online negotiation platform where large and medium-sized purchasing companies and suppliers can negotiate their sale and purchase conditions.

Selección de Fuentes de

Abastecimiento

Negociación de Acuerdos con Proveedores

Catalogación de Acuerdos Negociados

Gestión de los Pedidos

Facturación y Pago de las Compras

Información de Gestión

Negociación

Aprovisionamiento


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1.2. What is Adquira Marketplace?

Adquira Marketplace is a private environment facilitating relations between purchasing companies and their suppliers, automating the procurement process and centralising and controlling the company’s purchases of both products and services. As a supplier, Adquira Marketplace offers you the possibility of

- Receiving and managing electronic orders - Issuing e-invoices related to orders

NOTE: This manual will only outline the order management process. For the e-invoice function, please see the “E-invoicing in Adquira Marketplace” Manual.

Benefits for the Supplier

The use of Adquira Marketplace provides a series of benefits to suppliers, most notably

the following:

Reduced costs and improved processes. o Easy to place and manage recurring orders. o Increased control and transparency in the sales processes. o Easy to update the information and commercial conditions of the products and

services offered, whether to one particular buyer, a group of buyers or the entire market.

Helps increase customer loyalty and improves service.

Establishment of a new sales channel.

Ease of use, without investment in technology.

o Access from a PC with Internet connection. o Client service centre. o Solution training service.

Possibility of integration with own management systems.


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2. Basic Theoretical Concepts for Suppliers

2.1. Order Management In Adquira Marketplace, you can manage purchase orders and carry out the following actions:

Accept and Reject orders.

Notify shipments of merchandise.

Consult movements of merchandise notified by the buyer (receipt or merchandise,

return of merchandise, cancellation of receipt of merchandise).

Generate E-invoices:

o The sending of invoices with reference to an electronic order. o Acceptance/Rejection and/or Cancellation of invoices. o Creation of corrective and duplicate invoices. o Digital signing of invoices (with own certificate or Adquira certificate).


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3. Access to Adquira Marketplace

First, go to the Adquira corporate website:

www.adquira.es

Then, go to the “Client Access Area”, at top right of the screen, and click on “Marketplace Access”.

3.1. Start Page When you click on the “Marketplace Access” link, the start of session screen appears, in

which you must enter your username1 and password. Then, click on “Accept” to enter the application.

This screen also shows you the contact details of our Client Service Centre and

information on the different support channels available for Adquira Marketplace users

NOTE: If you are a client of Adquira España, you can contact our Client Service Centre at the phone number or email given on the start page: 902 42 40 24 ([email protected]), or, if you prefer, by clicking directly on the “Contact” link, which is in the top right corner: If you are not a client of Adquira España, at the top of the screen there is a “Client Service” link, which will show you the contact details of the Client Service Centre corresponding to each country.

Also, on this page you will find a series of additional links:

1 Username and Password. To access the solution, you have to enter the username and password sent to you by Adquira’s Client Service Centre when you register. If you lose or forget your username and/or password, you should contact the Client Service Centre (902 424 024 – [email protected]).

http://www.adquira.es/�

mailto:[email protected]�


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Verisign Secure Site Program. This access enables you to obtain information about the

website you are visiting and check its security before providing confidential information; you should check that the information shown on this page coincides with that of the page you are visiting.

Conditions of Use: A new screen will open with the conditions of use of the Adquira Marketplace Solution.

3.2. Resetting your Password

If you have forgotten your password for access to Adquira Marketplace, you can request a new one from the application itself. After entering the start of session screen, click on the “Forgot your Password?” link.

Enter username and password and then click on Accept

You can contact the Client Service

Centre by email by clicking on this link.

¿Forgot your Password?


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When you click on this link, the application opens a dialogue

box in which you have to enter your Marketplace User ID (login) and your email address, which must be the one Adquira has registered in its systems, i.e. the email address you gave when you registered in the applications. You must also enter the “security code” that appears on the screen and then press “Accept”.

A message will then appear, telling you that you will shortly

receive a message in your email account with the instructions to follow in order to change your password.

When you receive the message, click on the “Reset Password” link. This link is

temporary, so if you do not click on it and you later make another request for your password to be reset, you will be given a new link and the previous one will no longer be valid.

…PLEASE; DON´T RESPON THIS EMAIL… For restart your password in Adquira Marketplace click in next site RReessttaarrtt ppaasssswwoorrdd

In short time you will be message in your email adress with instructions for generated your user password in Adquira Marketplace


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Then, the application will take you to a screen in which to enter your username and the new password you want. Confirm the password and click on Accept. The new password will then be registered.

Once you have done this, check that the password has been successfully changed and that you can therefore access Marketplace with the new password.

The email the user receives in order to change the password can only be used once. Each time you request a new password, you must repeat the above process and the email you receive to reset your password will only be valid to change the password once.

The user password has been actualized correctly


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3.3. Browser Menus

When you access the application, on the start page you will see three clearly-

differentiated sections: a Menu at the top, a Menu on the Left and a Central Menu, as shown below:

3.3.1. Top Menu

The Menu at the top is a fixed menu, so you can access it at all times.

Edit Profile: when you click on this button, you will go to the user profile page, in which you will see the User Profile menu on the left of the screen, with the following links:

Menu

Lateral Menu

Central Menu


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Personal Information: will show you a summary of your user information.

Password: will enable you to change your password. Passwords must have a minimum of 5 characters. If you lose or forget your password, you can request a new one from the start of session screen, by clicking on the Forgot your password? link

Permissions: you will find a list of all your permissions or the actions you can carry out as an Adquira Marketplace user.

Predefined Values: will show some of the values defined by default, such as the language, invoicing address, shipment address, etc.

End session: will enable you to end the Marketplace session.

Contact: a link that will enable you to send an email to the Client Service Centre in

order to ask a question or request information.

Advanced search: when you click on this link, you will go to the Advanced Search page, in which there are two options: orders and invoices. By clicking on this link, you will be able to use different search criteria from the document ID, such as dates, statuses, buyer, etc. From here, you can also make a “Multiple Search”, which will enable you to locate a number of orders or invoices (up to 25), by entering the IDs of each one of them, separated by commas.


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Direct search for orders or invoices: depending on which option you select, this makes it possible to search for an order or an invoice by indicating its number in the search box.

Start: takes you back to the start page.

Orders: takes you to the order management page.

Collaborative Orders: if your username has permission to manage orders of this kind (software development orders that include a collaboration process prior to the preparation of an order, aimed at establishing an agreement with the purchasing companies on the management of these orders, and which, due to their nature, are difficult to quantify), this option will appear and will take you to the page for the management of this type of order.

Invoices button: opens the page to create and manage invoices related to orders.

Print: this icon enables you to print the page you are viewing.

Hide side menu: this icon enables you to hide the menu on the left of the screen.

3.3.2. Central Menu

In the central part of the start page, you will find three different blocks:

1.- Notifications: This is a new feature of Adquira Marketplace, which enables system administrator users to send notifications to system users, which will be visible when they access the application, in the “Start” section or by clicking on the “See all notifications” option. The list will show the most recent notifications received, in descending order by date. You can, however, access all your notifications by clicking on “See all notifications”.

Eliminado: <sp>


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The Types of Notification that may be received are:

Information: incidents resolved, actions pending on the system. New: new products uploaded, major improvements in functionality, important

information for users.

Alerts: non-availabilities of the system.

As shown in the figure, you can access the content of the notification by clicking on its name or on the ‘show’ link on the right, and you can also delete it. Likewise, it enables you to access all the notifications received by your username.

2.- Orders Pending Acceptance: you can access orders which are in this status and which require some action by you (confirmation of acceptance), and also browse around the different screens to view their details. It also enables you to sort orders by buyer, date and/or ID.

For each one of the orders, the following information is shown in the columns: FE ID Buyer Order ID Buyer Date Net Amount Status

To sort the information of these orders, simply click on the corresponding column. The direction of the arrow indicates whether they are shown in ascending or descending order.

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http://demmk01.adquira-es.com/control/yui-dt1-href-PBUYERCOMPANY�

http://demmk01.adquira-es.com/control/yui-dt1-href-PODATE�


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3.- Orders Pending Invoicing: from here, you can access orders pending invoicing.

As you saw previously, you can easily access each section, in order to manage your tasks pending.

3.3.3. Side Menu

The menu on the left-hand side of the start screen shows Frequent Actions, which include the acceptance of new orders sent by the buyer, the shipment of orders when appropriate and, finally, the invoicing of orders.

It is important to note that the new Marketplace interface enables us to sort records in any of the screens, making it possible to group them by: buyer, date, amount and status of the order.


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When you click on one of these options, you will go to the corresponding page, in which you can carry out the relevant operations for each case.

3.3.4. Searches for Orders

In the upper frame of the application, there are two useful tools to search for orders: “Global Search” and “Advanced Search”. These tools are always accessible, wherever you are in the application.

3.3.5. Global Search This tool enables you to make individual searches for orders, whatever status they are in, thanks to a text box in which you enter the order’s ID.

Once you have entered the order to search for, the result of the search will be shown.

We introduce purchase order´s id

and click intro


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3.3.5.1. Advanced Search

If you click on the “Advanced Search” link, you will access a more refined search by means of a series of search criteria, or a multiple search if you want to search for more than one order at a time.

Advanced Search: The criteria you can filter by, and thus refine your search for orders, are: “Status”, “Content”, “Date of Creation”, “Invoicing ID” and “Business Unit”. If you want to search “By Content”, in the “Value” field enter the content you want, and in ‘Field’ you can also further refine the search by selecting ‘Purchasing Company’, ‘Buyer Order ID’ or ‘Adquira Reference’ .


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Multiple Search: To search for several orders, simply put the IDs of the Buyer Orders in the Order ID field, separated by commas, then click on Add. They should then all appear in Selected Order IDs. Click on Search and a list will appear on the screen with the orders searched for. The maximum number of orders you can search for is 25; in any case, the application indicates the maximum number permitted.

Cli k h


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4. System Notifications

4.1. Notifications to Suppliers for the Management of Orders

Adquira Marketplace notifies all the actions carried out on an order by email. In this way, the supplier will always be informed of any changes made to orders, without the need to enter the tool in order to check it. The notifications you will receive are the following:

4.1.1. New Order Sent by the Buyer When a buyer sends an order to the supplier, the email will indicate that you have received a new order in Adquira Marketplace. The format of this email is shown below:

Subject: New Purchase Order in Adquira MARKETPLACE

- - PLEASE DO NOT REPLY TO THIS E-MAIL - - Dear client, <Buyer User Name>, of the company <Buyer Company>, has sent the Purchase Order <Title> number <Purchase Order > through Adquira MARKETPLACE. Summary of the Order:

Buyer: <Purchasing Company>

Buyer Order ID: <Title>

Order no.: <Purchase Order >

Amount: <Amount of Purchase Order>

NOTE: We would remind you that this message was generated automatically by the system. To reply, go directly to the Adquira MARKETPLACE solution: (http://www.adquira.es/marketplace) ---------------------------------------------------------------------------- Adquira Marketplace Live business For more information: Client Service Centre of Adquira España 902 42 40 24 ([email protected]) Open: Monday to Friday from 09:00 to 19:00 hours http://www.adquira.es Rest of the World: ([email protected]) Open: Monday to Friday from 08:00 to 18:00 hours Horario de Atencao: segunda a sexta feira de 08:00 as 18:00 horas Colombia (57-1) 4 22 74 29 Venezuela (58-212) 2 79 92 31 Chile (562) 6 37 52 12 Argentina (5411) 4 95 91 830 Panama 001 800-507-2043 Nicaragua 001 800-220-1870 Guatemala (502) 24700889 El Salvador (503) 22119045 Brazil 0800 8912420 Peru 0800 53061 Mexico (52-55)11020008 Ecuador 01800 001047 Uruguay 000 4135983394

http://www.adquira.es/marketplace�




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Czech Rep 800 166 777 United Kingdom 08082341843 Germany 08008888000 Code 5698 Ireland 1 800 551001 Code 5699 Slovakia 0800001387 USA 1-866547-1970

4.1.2. Order modified by the buyer If the buyer makes a change to an order you have received through Adquira Marketplace, the notification will contain the following information:

Subject: Modified Search Order in Adquira MARKETPLACE - PLEASE DO NOT REPLY TO THIS E-MAIL - - Dear client, <Buyer User Name>, of the company <Buyer Company>, has modified the Purchaser Order <Title> number <Purchase Order> in Adquira MARKETPLACE. This order is in “Modified” status. Summary of the Order: Buyer: <Buyer Company> Buyer Order ID: <Title> Order No.: <Purchase Order> Amount: <Amount of Purchase Order>

NOTE: We would remind you that this message was generated automatically by the system. To reply, go directly to the Adquira MARKETPLACE solution: (http://www.adquira.es/marketplace) ---------------------------------------------------------------------------- Adquira Marketplace Live business For more information: Client Service Centre of Adquira España 902 42 40 24 ([email protected]) Open: Monday to Friday from 09:00 to 19:00 hours http://www.adquira.es Rest of the World: ([email protected]) Open: Monday to Friday from 08:00 to 18:00 hours Horario de Atencao: segunda a sexta feira de 08:00 as 18:00 horas Colombia (57-1) 4 22 74 29 Venezuela (58-212) 2 79 92 31 Chile (562) 6 37 52 12 Argentina (5411) 4 95 91 830 Panama 001 800-507-2043 Nicaragua 001 800-220-1870 Guatemala (502) 24700889 El Salvador (503) 22119045 Brazil 0800 8912420 Peru 0800 53061 Mexico (52-55)11020008 Ecuador 01800 001047 Uruguay 000 4135983394 Czech Rep 800 166 777 United Kingdom 08082341843 Germany 08008888000 Code 5698 Ireland 1 800 551001 Code 5699 Slovakia 0800001387 USA 1-866547-1970





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4.1.3. Order received by the Buyer

When a buyer receives the merchandise, you will receive a notification like the one shown below:

Subject: Purchase Order received in Adquira MARKETPLACE - - PLEASE DO NOT REPLY TO THIS E-MAIL - - Dear client, <Buyer User Name>, of the company <Buyer Company>, has received line of the Purchase Order <Title> number <Purchase Order> through Adquira MARKETPLACE. Summary of the Order: Buyer: <Buyer Company> Buyer Order ID: <Title> Order No.: <Purchase Order> Amount: <Amount of Purchase Order>

NOTE: We would remind you that this message was generated automatically by the system. To reply, go directly to the Adquira MARKETPLACE solution: (http://www.adquira.es/marketplace) Adquira Marketplace Live business For more information: Client Service Centre of Adquira España 902 42 40 24 ([email protected]) Open: Monday to Friday from 09:00 to 19:00 hours http://www.adquira.es Rest of the World: ([email protected]) Open: Monday to Friday from 08:00 to 18:00 hours Horario de Atencao: segunda a sexta feira de 08:00 as 18:00 horas Colombia (57-1) 4 22 74 29 Venezuela (58-212) 2 79 92 31 Chile (562) 6 37 52 12 Argentina (5411) 4 95 91 830 Panama 001 800-507-2043 Nicaragua 001 800-220-1870 Guatemala (502) 24700889 El Salvador (503) 22119045 Brazil 0800 8912420 Peru 0800 53061 Mexico (52-55)11020008 Ecuador 01800 001047 Uruguay 000 4135983394 Czech Rep 800 166 777 United Kingdom 08082341843 Germany 08008888000 Code 5698 Ireland 1 800 551001 Code 5699 Slovakia 0800001387 USA 1-866547-1970





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4.1.4. Return of Merchandise by the Buyer

When a buyer returns merchandise, you will receive the following notification:

Subject: Return of a line of Purchase Order in Adquira MARKETPLACE - - PLEASE DO NOT REPLY TO THIS E-MAIL - - Dear client, <Buyer User Name>, of the company <Buyer Company>, has returned lines of the Purchase Order <Title> number <Purchase Order> en Adquira MARKETPLACE. Summary of the order: Buyer: <Buyer Company> Buyer Order ID: <Title> Order No.: <Purchase Order> Amount: <Amount Purchase Order>

NOTE: We would remind you that this message was generated automatically by the system. To reply, go directly to the Adquira MARKETPLACE solution: (http://www.adquira.es/marketplace) Adquira Marketplace Live business

For more information: Client Service Centre of Adquira España 902 42 40 24 ([email protected]) Open: Monday to Friday from 09:00 to 19:00 hours http://www.adquira.es Rest of the World: ([email protected]) Open: Monday to Friday from 08:00 to 18:00 hours Horario de Atencao: segunda a sexta feira de 08:00 as 18:00 horas Colombia (57-1) 4 22 74 29 Venezuela (58-212) 2 79 92 31 Chile (562) 6 37 52 12 Argentina (5411) 4 95 91 830 Panama 001 800-507-2043 Nicaragua 001 800-220-1870 Guatemala (502) 24700889 El Salvador (503) 22119045 Brazil 0800 8912420 Peru 0800 53061 Mexico (52-55)11020008 Ecuador 01800 001047 Uruguay 000 4135983394 Czech Rep 800 166 777 United Kingdom 08082341843 Germany 08008888000 Code 5698 Ireland 1 800 551001 Code 5699 Slovakia 0800001387 USA 1-866547-1970





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4.1.5. Cancellation of Receipt of Merchandise by the Buyer

The notification you will receive when the buyer cancels a receipt of merchandise will be like the one shown below:

Subject: Cancellation message received in Adquira MARKETPLACE - - PLEASE DO NOT REPLY TO THIS E-MAIL - - Dear client, <Buyer User Name>, of the company <Buyer Company> has sent a cancellation of the line corresponding to <Identifier> of the Purchase Order <Title> number <Purchase Order> through Adquira MARKETPLACE. Summary of the Order: Buyer: <Buyer Company> Buyer Order ID: <Title> Order No.: <Purchase Order> Amount: <Amount Purchase Order>

NOTE: We would remind you that this message was generated automatically by the system. To reply, go directly to the Adquira MARKETPLACE solution: (http://www.adquira.es/marketplace) ---------------------------------------------------------------------------- Adquira Marketplace Live business For more information: Client Service Centre of Adquira España 902 42 40 24 ([email protected]) Open: Monday to Friday from 09:00 to 19:00 hours http://www.adquira.es Rest of the World: ([email protected]) Open: Monday to Friday from 08:00 to 18:00 hours Horario de Atencao: segunda a sexta feira de 08:00 as 18:00 horas Colombia (57-1) 4 22 74 29 Venezuela (58-212) 2 79 92 31 Chile (562) 6 37 52 12 Argentina (5411) 4 95 91 830 Panama 001 800-507-2043 Nicaragua 001 800-220-1870 Guatemala (502) 24700889 El Salvador (503) 22119045 Brazil 0800 8912420 Peru 0800 53061 Mexico (52-55)11020008 Ecuador 01800 001047 Uruguay 000 4135983394 Czech Rep 800 166 777 United Kingdom 08082341843 Germany 08008888000 Code 5698 Ireland 1 800 551001 Code 5699 Slovakia 0800001387 USA 1-866547-1970





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5. Order Management

5.1. Order Management Flow

The management of orders in Marketplace is illustrated in the diagram below:

The steps are as follows:

First, publication of the order in Marketplace and acceptance by the supplier. (The buyer can also Cancel an order, but only if the order has not yet been shipped)

Second, shipment of the merchandise (where applicable) by the supplier.

Finally, receipt of the merchandise by the buyer.

Supplier Buyer

Creation of Order

Cancellation of Order

Receipt of Merchandise

Notification of Shipment

Acceptance of Order

Order Created

Order Accepted


Shipment Received

Order Received

Order Published

Order Accepted

Order Cancelled

Order Shipped

Order Received

1

2

3

4

The shipment of merchandise will only be available in orders from purchasing companies which consider the notification of shipments by the supplier to be obligatory.


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5.2. How does a supplier know that it has an order pending?

There are two ways you can find out that you have a new order in Adquira Marketplace:

By means of an email notification: You will receive an email at the address you gave

to the Client Service Centre when registering. This message contains detailed information on the Order.

Through the application itself: You can view the new Orders in the “Orders Pending

Acceptance” section on the Start Page. You can also access the orders pending acceptance from the Frequent Actions in the side menu > Accept Orders; and from the Orders tab in the Pending > Acceptance section.

Finally, you can access the order using the different search criteria available in any screen of the application (Global Search or Advanced Search).

To access the Order, select it from any of the above options by clicking on the Buyer Order ID, or by selecting the order.

5.3. Acceptance of Orders

Acceptance of the order sent by a buyer is the first step in the order management cycle. To accept an order, you first have to open it.

How do I open an order in order to accept it? There are different ways:

1. From the start page of the application, in the Orders pending acceptance section. 2. From the Accept Orders section of the Frequent Actions menu.

3. From the “Orders” tab in the Pending > Acceptance block.

4. Using the different search criteria available in any screen of the application (Global

Search or Advanced Search).


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In the Orders Pending Acceptance section, the orders will be shown on different pages, 10 orders per page. In addition, you have the option of advancing page by page or of sorting the orders by the Buyer, Date and Buyer Order ID columns, as shown below:

We can access an order by clicking

directly on it or, once we


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Once you are in this screen, you can access the order in two ways: by marking the VIEW line or by clicking on the “Buyer Order ID” or on the Adquira reference, which, as you can see, are underlined, indicating that they are links. The order will then open and you can see its details. You have the possibility of hiding and displaying the information of the order (corresponding to the details of the order, buyer, shipment details, invoicing details and payment details), depending on what you want to see.

If we click on "category drop-down", it would let us to see all orders details.

In case we close it we see the information as below


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Global Action Buttons, which are on the right of the screen, enable you to accept or reject the order.

Accept Order: this button enables you to completely accept the order that appears in this screen.

Reject Order: if you click on this button, you will reject the order in its entirety.

Then, you will see the general information of the order. To view it properly, click on Open Dropdown Items. The header of the order will show the details of the order and the buyer.


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Then, you will find a table showing the lines of the order. As you can see, in each line of the order there are three buttons, two of which will be activated once you have selected that line. The Ship button will not be activated, as that function does not exist in the current status.

See Details: If you click on this, you will access a screen with a more detailed

description of the selected article. You will use this button if you want to change the amount or the delivery date of the order.

Due to the fact that any change you make may substantially alter the order placed by the buyer, we recommend that you do this only if they are absolutely vital and always after having first consulted with the buyer, to avoid possible cancellations.

Reject item Show detail Ship


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You will also see the following:

Show item

Editable

ShFor register changes if

will be necessary


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Also, on each line, you will see this button:

Reject Article: If you click on this button, you will reject the article in that line.

Finally, under the lines you will find the Shipment Details, specifying the buyer’s shipment address. The buyer may specify a single address for the entire order or different shipment addresses for different lines of the order.

You will also see the invoicing details, showing the buyer’s billing address.

Finally, the payment details will be shown, indicating the form and term of payment. There is also a comments box, in which the buyer may have given additional information (this is optional).


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Using the above actions, you will be able to completely accept the order and continue with the process, partially accept the order or completely reject it. If you reject any articles or the order in its entirety, you must include a comment for the buyer, indicating the reasons why you have not accepted that line of the order or the entire order.

5.3.1. Mass Acceptance of Orders

In Adquira Marketplace, it is also possible to accept more than one order at a time. To do this, go into Orders Pending Acceptance, as we saw in the previous point. When you click on this link, the list of orders pending acceptance appears. This time, instead of accessing the order via the view button or by clicking directly on the order number, select the orders you want to accept (3 in the example shown below), and then press the “Accept Selection” button.

Cancel Order

Order

N order 74829-1 Id buyer order 0050103026


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Then, the following screen will appear, asking you to confirm acceptance of the selected orders.

In order to accept amusement

order, just select them d


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5.3.2. Order Accepted by the Supplier

If you accept the order, it will move from “Pending Acceptance” status to “Accepted by Supplier” status.


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The “Accepted by Supplier” screen is very similar to the “Pending Acceptance” screen. The main differences are as follows: When you access an order that is in ‘accepted by supplier’ status, you will generally find two Global Action Buttons. One of these, Reject Order, we saw in the previous section; the other one is a new button, Mass Shipment (See section 5.4, Shipment of the Order).

Likewise, in each line of the order, you will find the new button Ship (which we will explain in the next section) and the Reject Article and See Details button, which we explained previously.

5.4. Shipment of the Order

Once you have accepted the order, the next step in the order management flow is to notify shipment of the merchandise requested by the buyer in the order. Notification of shipment may be total or partial. Shipment Process: In order to be able to proceed with total or partial shipment of an order, you must first access it. How?

1. From the start screen, in the Frequent Actions menu, Ship Orders option.

2. From the “Orders” tab, in the Pending Shipment menu.

Reject Ship Show

Massive hi i

Reject d


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3. From the “Orders” tab, in the Shipment menu.

4. From the different search options available at the top of the screen (Global Search or

Advanced Search).

Once you have accessed the order, you have two options:

Partial Shipment: In this case, you will notify shipment of part of the articles of the order or part of a line of the order, leaving the rest pending. In this case, the order will go into “Partially Shipped” status.

Total Shipment: The supplier notifies shipment of the entire order. In this

case, the order goes into “Shipped” status.

The shipment of merchandise will only be available in orders of purchasing companies which consider notification of shipments by the supplier to be obligatory. In other orders, this function will not appear. We will explain each case in the following sections.


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To make partial shipments, you can use the “Ship” button which appears when you select each line of the order. However, if you want to make a mass shipment of the order, you must click on the “Mass Shipment” button.

When you have decided to ship using either of the two options, you will go into a screen showing the details of the articles and the shipment details, which you can modify. In this screen, different fields will appear, which you must fill in, as well as the different lines of articles. Obligatory fields are marked with an asterisk (*).

Total Order Shipping

Total or partial Order Line Shipping


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In the mass shipment of order screen, the following fields appear: Date*: You must specify the shipment date of the entire order or, where applicable, the articles of a line. By default, that day’s date appears; if you want to change it, we recommend you do so using the calendar icon. Shipment identification number*: This number is generated automatically by the system and is unique for each shipment. If you want to enter your own tracking number for the shipment, you can do so in the corresponding field, which is not obligatory, so, if it is not applicable, don’t fill it in. Delivery note number*: Enter the number of the corresponding delivery note. (If you do not work with delivery notes, you must still fill in this field, indicating, for example, “without associated delivery note”). In the “Articles” section, you can select which articles you want to ship at that moment, and you can enter the number of units with decimals (if the type of product requires it). During the shipment process, you can insert comments you want to make to the buyer for each one of the article lines of the order in the Supplier Comments field.

Fields marked with an asterisk (*) are obligatory. You must fill in the

other editable fields.


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Using this icon , which is at top right of the screen, you can load the entire content of the order into a document which you can print. This button works in exactly the same way to that which we saw in the “Pending Acceptance” and “Accepted by Supplier” screens. Once you have selected the articles you want to ship, click on “Ship Now”. From that moment on, the order is “Shipped” and to complete the purchase process the buyer must notify receipt of the articles of the order, in Adquira Marketplace. Once the buyer has notified you of receipt of the entire order, the order will go into the Orders Log, with “Received” status.


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5.1.1. BBVA, Iberia and Repsol

The orders we receive from BBVA, Iberia and Repsol do not require notification of shipment from us. This means that, once you have accepted the order and this action has been notified to the buyer’s systems, it can proceed with receipt of the order.

The flow of statuses of the order will therefore be: Order Pending Acceptance>Order Accepted by Supplier>Order Received

5.1.2. Telefónica Group Orders from the Telefónica group require notification of shipment of the merchandise. So, once you have accepted the order and it is in Accepted by Supplier status, the buttons related to shipment will appear. NOTE: There are some exceptions for Telefónica orders, in which case the buttons related to shipment will not be displayed.

5.5. Conclusions

3

1

2

3

4


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We will now summarise the different statuses an order passes through within the order management flow in Adquira Marketplace. You can see this flow in the orders tab, in the side menu: Orders Side Menu

1. Once the buyer has placed its purchase order, you will receive an email notifying you

that you have an order pending acceptance, which you can find in the Orders tab, in the Pending Acceptance section.

2. Once you have accepted the order, it will move into the Shipment section, or you can

also access it from the Pending section, in the Shipment option.

3. When the order has been Accepted, you will notify shipment of the merchandise. If you ship only part of the order, it will go into Partially Shipped status. Once you have notified shipment of the entire order, it will change to Shipped status.

4. Finally, once the entire order has been received by the buyer, the order will go into

Received status.

It is possible that a buyer may decide to cancel an order for some reason which they may or may not have informed you of previously. In this case, the order will be in Cancelled status.

In the following section, we will see the specific characteristics of the flow that orders will follow for each one of the partners.

5.1.3. Specific Characteristics of Partners

The diagram below shows the nature of the flow of orders for each one of the partners.


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Common to BBVA, Telefónica, Repsol and Iberia

Only Telefónica

All except Telefónica Móviles

5.2. Changed or Modified Orders

We have seen that, in the side menu, there is a block called Modified, in which we find a Modified section. In this section, you will find orders for which the buyer has requested a change.

Supplier Buyer

Creation of Order


Receipt of Merchandise

Notification of Shipment

Acceptance of Order

Order Created

Order Accepted


Shipment Received

Order Received

Order Published

Order Accepted

Order Cancelled

Order Shipped

Order Received


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Whenever there is a modification in the order, in any field that is visible to the supplier, such as the amount of an article or articles requested, billing details or shipment details, you will receive a notification informing you that the buyer has made a change to the order. In these cases, it will always be necessary to again accept the order, giving your approval to the changes that have been made to it. The order will again appear in the “Pending Acceptance” section, or you can locate it in any of the ways described in section 5.3 of this manual, Acceptance of Orders. Once you have accessed the order, you can carry out the following actions: acceptance or rejection.

5.3. Consulting Movements of Merchandise

Once you have accepted and, where appropriate, shipped the order, the buyer will notify you of the movements of merchandise made on the different orders. Movements of merchandise may be of the following kinds:

Receipt of Merchandise, either partial or total receipt of the order. The number of units received will always be indicated and for each receipt you will receive a notification.

Return of Merchandise based on a previously-made receipt.

Receipt of Merchandise with Rejection. In this case, the buyer will indicate the

number of units received and the number of units that have been returned.

Cancellation of a Receipt that was previously made. This action cancels the receipt in its entirety.

5.3.1. Receipt of Merchandise

When you see that an order is in ‘received’ or ‘partially received’ status, you can view the details of the receipt made by the buyer. Access the order, go into the details of each line of the order and you will be able to see the date of receipt, the amount received and an identifier for the movement of merchandise.


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5.3.2. Return of Merchandise

The Buyer may make returns of merchandise it had previously received.

Date of receipt

Quantity Received

Code identifying the receipt


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5.3.3. Receipt of Merchandise with Rejection

The buyer can also issue a receipt of merchandise with rejection. In this case, it must indicate the units received and the units rejected. This data can be checked in the details of each line of articles that comprise the order.

5.3.4. Cancellation of Receipt of Merchandise

Finally, the buyer can also cancel a previously-made receipt. In this case, all of the previously-received units will be cancelled. In the details of the line of the order, you will see that this is shown as a negative receipt.

5.4. Consulting Associated Invoices

An order that is in Received, Partially Received or Partially Shipped status in Marketplace may have one or more associated invoices. For this reason, a button has been created which makes it possible to consult the invoices associated with the order if any have been created. If there are no invoices for the order, this button will not appear. To consult the associated invoices, enter the order you wish to consult.


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Once you have accessed the details of the order, if the order has associated invoices, this button will appear both at the top and at the bottom.


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Finally, to see the invoices associated with the order, click on the button and a screen will appear with a list of the invoices associated with the order.


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6. Technical Requirements for Access to the Tool

In order to be able to work with the applications of Adquira España, the minimum recommended configuration is as follows: Operating System: Windows 2000 with Service Pack 4, Windows XP (Service Pack 1 or 2). Note: Adquira España’s applications are not supported on Macintosh platforms. The software requirements to be able to work normally with Adquira’s applications are the following: Internet Browser: Internet Explorer 7 and earlier. Browsers must have Java activated. For more information on the technical requirements necessary for use of the tools of Adquira España, please consult the manual “Technical Requirements for Adquira Applications”.


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7. Training Microsite

We hope this manual will help you to use Adquira Marketplace. If you wish to continue familiarising yourself with the tool, please visit our training microsite on the Adquira website:

www.adquira.es

To access the training microsite, click on point number 5

Enter username (formacp) and

password (proveed)

Once here, click on this link

http://www.adquira.es/�


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Please do not hesitate to contact our Client Service Centre at any time. We will be delighted to help you in any way.

CUSTOMER SERVICE

Monday – Friday: 9:00 a.m. – 7:00 p.m.

9 0 2 4 2 4 0 2 4

[email protected]

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