Payment Services Supplier Portal Training

Vittoria Falbo (FSS Global Service Management)

“ We are committed to transform the way in which Internal and External P&G users connect with and consume FSS services,

driving efficiencies for both parties”

S. Saksena (Vice President, Financial Services & Solutions -

FSS)Th

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The go-to destination for current and prospective suppliers and agencies to get information on invoicing and

payments, learn how P&G conducts business with suppliers, and read about the values that guide P&G

every day.

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Supplier Portal Overview

Two Environments 1 Portal Scope Access and Overview of Reports (Secure

ID Space)

Pgsupplier.com 2014

Two Environments

Pgsupplier.com 2014

•Public Domain for General Payments Information•Secure ID Space for Invoice Data

Supplier Portal Overview

Two Environments 1 Portal Scope Access and Overview of Reports

(Secure ID Space)

Pgsupplier.com 2014

Public Domain

Pgsupplier.com 2014

What is it?• The public environment on the net• General information• No password is needed

What kind of information can be found in this space?• Portal Information (Registration Process)• Payment Terms Policies• Invoice Requirements• PO (Purchase Order) basic information

Secure ID Space-AP Reports

Pgsupplier.com 2014

• What is it?• Secure Environment• Password needed• All payment related information

• What kind of information can be found in this space?• My Invoice Search• My Unpaid Invoice• My Remittance Report• My Vendor Data Details

Step by Step Guide

Pgsupplier.com 2014

In the following slides a set by step guide of both the public domain and secure ID space of the Supplier

Portal will be provided.

Public Domain

Pgsupplier.com 2014

Access Supplier Portal at the following location:

www.pgsupplier.com (http://www.pgsupplier.com/en/)

Welcome Page of Supplier Portal

User can enter Username and Password here if already

registered to the Supplier Portal. Alternatively, user can click on the “Help and Access Support” link to initiate the Registration

Process.

Please note that user will be able to access the public domain of the portal even

without being registered to the same.

Part of the welcome page used for announcements, i.e. new

initiatives in the “Purchase to Payments” space or Supplier

Portal downtime announcements

Welcome Page of Supplier Portal

User will be able to choose the language in which to display

the Portal information amongst a selection of available

languages

Welcome Page of Supplier Portal

We will now focus on some of the options available under the ”Current Supplier”

header of the Welcome Page

Current Supplier: Invoicing

Invoice Requirements and billing addresses for every Country and P&G Company in that Country can be accessed by clicking on the Country of interest in the map.

Invoicing Requirements for Brazil (example)

In this specific example we have clicked on Brazil

Invoicing Requirements for Brazil (example)

The Invoice requirements for Brazilian invoices can be found in the form of demos, videos and instructions on this page.

This information can be displayed either in English or Portuguese.

CRC Numbers & E-mail Addresses

The P&G resolution Call

Centre Numbers and relevant Email

Addresses are available in this screen as well.

Simply select the Country of interest

from the drop down filter in the

“Accounts Payables Customer

Response Centre” screen to display

the relevant information

Supplier Portal Overview

Two Environments 1 Portal Scope Access and Overview of Reports-

Secure ID Space (Demo Slides)

Pgsupplier.com 2014

How To Apply for AccessPlease note that you will be able to register in the Portal only if you are

an existing P&G vendor

1. Click on the “Help and Access” Support link in the main screen of the Portal

How To Apply for Access2. The registration to the Supplier Portal can be requested via the Automatic Registration Tool or by filling out a form and send it to the relevant email address

2a. Automatic Registration ToolStep 1 – Access the Automatic Registration (EVR) Tool

Step 2 – Enter Vendor Registration Information

Ensure to fill-out all mandatory fields (marked with *)

Ensure to follow correct format for telephone number (you can click on the question mark icon to see more details)

For the email address, ensure to input a valid email in order not to receive error prompts:

You should not input an email address ending with @pg.com

You should not input an email address that is already registered in the system

Click Next button to go to the next step

Step 2: Validation of Email for Registration

Tool should prompt an error when user inputs an email address ending in @pg.com

Tool should prompt an error if you enter an email address that is already associated to an existing account

Step 3 – Select the Invoice/Payments Status Report Access

Invoice/Payments Status Reports checkbox is ticked by default

Change Default Settings as desired

Click next button to go to next step

Step 4 – Enter Supplier Info for Validation

Supplier Code: vendor code reflected in Purchase Order Number

Purchasing Document Number: 14 Character Purchase Order Number (SAP Box – 10 digit PO Code)

Invoice Number: free form text (optional)

P&G Contact Info: email address of your P&G contact person

Step 4- Automatic Vendor Registration Tool Validations

If the Purchase Order Number and Supplier code entered are successfully validated, a message will prompt to user indicating that registration is successfully submitted.

Step 4- Automatic Vendor Registration Tool Validations

If the Purchase Order number inputted is not matching with the supplier code, an error message is indicated and registration will not complete.

Step 4- Automatic Vendor Registration Tool Validations

If the Purchase Order number and supplier code is not inputted, an error message is indicated and registration will not complete

Step 4- Automatic Vendor Registration Tool Validations

If the Purchase Order Number entered is not on the right format (Sap box-Purchase Order Number), an error message is indicated and registration will not complete.

Step 4- Automatic Vendor Registration Tool Validations

If there’s no P&G contact email address indicated, an error message is indicated and registration will not complete.

Step 4- Automatic Vendor Registration Tool Validations

If the email address of the P&G contact is not valid , an error message is indicated and registration will not complete.

How To Apply for Access2b. Registration via filling the Registration Form.

Microsoft Word 97 - 2003 Document

Step 1: Fill the form

Microsoft Word 97 - 2003 Document

Obtain the form from the Registration Page (Highlighted in red on the left and embedded in this slide for reference)

Fill all the fields of the form that are marked with *

Step 2: Email the form

Email filled in form to the relevant email address (list of email addresses highlighted in red on the left)

How To Apply for Access

Once the Supplier Portal Team receives your registration request/form, this will be processed within 72 hours.

You will receive an email confirmation with your username and password once that the registration has been completed.

IMPORTANT NOTE: in order to gain access to the Purchasing Solution within the Supplier Portal or for general “Purchasing” queries, please write to the following email address wesportal.im@pg.com

How To Access the AP Reports

Enter your Username and Password. You will see this box on the right hand side of the Supplier Portal Page and click on Submit

Reports Available Now that you are logged in to get information about your payments

and invoices click in the tab next to Home called “Payments & Invoicing”

Now you are in the area of the portal that contains training documentation, Supplier Portal contact details and access to run payment and invoices reports

Reports Available- Help ButtonThe “Help” Button will direct the user to support contacts for the Portal and training documentation on how to run the various reports

Reports Available- My Invoice Search

The “Invoice Search” button will direct the user to the following screen, where supplier can search for invoices by invoice date or invoice number

Search by invoice number

Search can be made by Invoice Date

Search can be made by Invoice Number

Reports Available- My Invoice Search Results

The Status and Action required fields derive from a variable of elements that has been recently revised for accuracy. These fields will provide the exact status of the in transit invoices and the next steps required according to the their status

The data can be also downloaded into excel for further analysis. You will simply need to click on the “Download to Excel” Button

Reports Available- My Unpaid Invoices

The “Unpaid Invoices” Report will provide visibility on all those invoices that have not yet been paid

The data can be also downloaded into excel for further analysis. You will simply need to click on the “Download to Excel” Button

Reports Available- Remittance Report

The Remittance Reports provides breakdown of Payment received by P&G. Simply enter the payment month of interest in field highlighted below.

The download excel functionality is available for this report, too.

Reports Available- Remittance Report

You can expand the payment lines reported in the remittance report to view the breakdown of a specific payment .

Example: you might have received a payment of 100,000 USD that encompasses 10 different invoices. This useful functionality will allow you to match the invoices to the relevant payment greatly easing the reconciliation process of your accounts.

Simply click on the arrow highlighted on the left to get the breakdown of a specific payment. Alternatively click on the Expand option, also highlighted on the left, to get the breakdown of all your payments

Vendor Data Details

Through this report, Vendor can review master data for accuracy and trigger changes as and when applicable.

How to add new Vendors Accounts to existing access

Send your email address and username and confirm the additional vendor accounts you require access to.

You can send this information to one of the following P&G email addresses. Please choose the one relevant to your Region

Important Notes Make sure that Internet Explorer web browser is installed in your computer before

accessing the P&G Supplier Portal to avoid compatibility issues.

If the invoice you are looking for was not found, it could be due to one of the following reasons:

– The invoice you are looking for does not fall within the date range you selected.– Invoice is over 6 months old. Supplier Portal will show all open and paid invoices that

P&G holds for your company of up to 6 months old only. – Invoice was recently submitted to P&G (within 10 days) and not yet appearing in the

portal.

If the missing invoice does not fall into any of the scenarios provided above, you can contact the AP Customer Response Center to assist with the checking of the invoice status. (Refer to the ‘AP Customer Response Center’ section in the Supplier Guide for more information)

Unpaid invoice status updates happens every 8 hours while paid invoice status updates every 24 hours.

Thank you for taking this training session.

The Supplier Portal Team